Last updated: March 2025

Imagine a retail store having no idea about the nature and scope of their inventory, customer service, revenue or expenses. This is not an effective or efficient business model. A law practice is similar. Processes and systems are needed for the practice to run efficiently, support client service and meet your professional and ethical obligations.

An effective file management process helps you easily identify and track the number of open and active files, the status of each file, and financial information about each of your files. The Law Society has developed simple and effective tools and strategies to support you in building or improving these processes. Two of the recommended file management tools are the Master File List and the File Summary (aka File Log). They can be used alone, or together, to enhance your file management processes.

Master File List

A Master File List is an easy and effective file tracking and file management tool. Various accounting and practice management software packages offer features for file tracking, accounting summaries and so on, but they typically do so on a file-by-file basis. You can find information about a particular file by accessing it in the software. Or you can access a report of all active files and generate some specific batched information.

The Master File List, however, summarizes all your active files, and the status of each, in one comprehensive document. This also allows an up-to-date assessment about next steps, retainer refreshment and even if it is time to hold off on taking new files — or if efforts on generating more work are needed.

An added benefit is that it is low-tech, simple and can be accessed in a variety of ways. You can create a Master File List as a Word or Excel document, keep it on a computer or other device and update it as needed. Or it can be printed, annotated and later modified so it is always current. You can do these steps on your own or develop a workflow with your legal assistant. The key is to create and adhere to a consistent process so that the Master File List is always current. In that way it can reflect the status of each file at any given time.

A Master File List can reflect all of your open and active files or each specific area of law in which you practice.

The Master Client File List, below, provides the following key pieces of information about each active file. It can be tailored to your specific practice areas or your firm’s needs.

Example Master Client File List
We generally suggest starting with this format, then adding in additional columns as needed.

The first three columns of the table are essential and self-explanatory. The columns referring to “Action Step” do not refer to a formal step in the litigation process. Rather, they contain information about the “action” taken on the file, i.e., what was last done and what needs to be done next.

You can add additional columns, such as:

• a financial column which includes work in progress (WIP), accounts receivable (A/R)
• trust balance
• type of file (private or legal aid file)

Sample Master File Lists by Practice Area

File Summary or File Log

In addition to, or instead of the Master File List, you can use a File Summary (or File Log). This is a file-specific strategy and does not summarize all open and active files. Rather, it is a running list of the things done on a specific file and tracked in one document, which you will regularly update and maintain on your file. This tool allows you to easily identify the next required action on the file so that nothing gets overlooked. An example of a File Summary tied to the sample Master File List, above, sets out an itemized steps.

Example File Summary

• December 1, 2024 – The file was opened. The client paid a $ 5,000 retainer and signed the retainer agreement.
• December 5, 2024 – A custody proposal was sent to opposing counsel by correspondence.
• December 5, 2024 – The client was emailed a copy of the correspondence to opposing counsel.
• December 5, 2024 – The file was diarized file for two weeks for following up with opposing counsel.
• December 15, 2024 – The client phoned and asked for update.
• December 19, 2024 – Correspondence was received from opposing counsel.
• December 23, 2024 – The correspondence was reviewed.

Benefits of using a Master Client File List and/or a File Summary

Some of the benefits include:

• At any given time, you can tell your clients the current status of their file.
• This information can be provided by a legal assistant or secretary so you can make the best use of your valuable time.
• Setting out the “Last Step Taken” and the “Next Step to be Taken” with a “Diarization Date”, creates a check and balance so that files do not get lost.
• Knowing how many active files you currently have, and what their status is, can help you more effectively manage your time and practice and assess whether you have the capacity to take on new files.
• Should you be unexpectedly away from the office (e.g., due to illness or personal emergency), it will be easier for another lawyer to get up to speed with your files.
• Having a Statement of Account with details of your services rendered, will help you in the event of a fee review and assessment hearing.
• A File Summary can help you defend against client complains that you did not keep them informed about the status of their file.
• The File Summary can allow you to easily locate communication sent to a client or opposing counsel on your computer, particularly if your practice does not include placing hard copies in physical files.

Using these techniques can help you acquire better oversight, control and increased satisfaction over your practice along with improved client service. Implementing effective file and practice management processes can also help reduce complaints and missed limitations dates.