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Project B - Legal Document Governance

Overview

A well-organized digital environment is essential for efficient legal operations. During my work across probate, estate administration, litigation, and insurance defense matters, I developed and implemented document governance systems that standardized file organization, naming conventions, and document workflows. This project highlights how I built a clear, intuitive structure for digital matter management that improved team efficiency and reduced errors.

The Problem

Before implementing a structured governance system, digital documents were often:

Stored inconsistently

Hard to locate quickly

Labeled in different formats

Missing version clarity

Spread across multiple folders or drives

This lack of structure caused delays, miscommunication, and extra work — especially in fast-moving legal environments.

The Goal

Create a document governance system that:

Is simple, intuitive, and repeatable

Organizes all matter-related documents in a predictable structure

Uses clear naming conventions for immediate recognition

Supports quick onboarding of new employees

Reduces time spent searching for information

Enhances compliance and audit readiness

My Role

I independently designed and deployed:

A standardized digital folder structure

A naming convention strategy

A system for version control

Clear categories for all matter types

Templates and guidance for the legal team

I ensured the system worked equally well across probate, litigation, and specialty matters.

Tools Used

Google Workspace

Microsoft Office / Windows File Explorer

Clio, MyCase, WealthCounsel (platform-specific foldering)

Adobe Acrobat

Excel for document indexing

The Solution

1. Standardized Folder Structure

I created a simple, scalable folder hierarchy that allowed team members to quickly locate key documents without guesswork.

📄 Visual – Folder Structure Diagram (PNG)

👉 projectB_folder_structure.png

The core structure includes folders such as:

01 – Intake Documents

02 – Court Filings

03 – Inventory & Assets

04 – Creditor Notices

05 – Financial Records

06 – Correspondence

07 – Distribution & Closing

This clear numbering system made it nearly impossible to misfile documents or lose track of workflow status.