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Executive summary
Every chamber has lost time looking for a vakalatnama, the latest order sheet or the certified copy needed for an appeal. The problem is rarely storage space; it is that each person names and files documents differently.
A shared structure fixes this: the same folders for every matter, a naming convention that sorts by date, a clear distinction between certified copies and plain copies, and scans prepared to the standard e-filing portals expect. Kept in a cloud case workspace, the file is available in court, in chambers and at home.
This guide gives a folder template, a naming convention, notes on certified copies and the vakalatnama, e-filing scan habits and a retention approach, with how Legal Staff’s per-case document vault supports it. Physical originals still matter: the scan is a working copy, not a substitute where the court requires the original.
Setting up the matter file
Use the same folders for every matter
Pleadings, Orders, Evidence and Annexures, Vakalatnama and Authority, Certified Copies, Correspondence, Drafts, Research. Identical folders mean anyone can find anything in any matter.
Name files by date first
Use YYYY-MM-DD, then the document type, then a short description, for example 2026-03-14 Order - next date 2026-04-22. Date-first names sort chronologically in any system.
Mark certified copies clearly
Put CC in the file name of every certified copy, with the date it was issued, and keep the original certified copy in the physical file. Do not mix certified and plain copies in the same folder.
File the vakalatnama with its proof of filing
Scan the vakalatnama as filed, including any stamps and the filing endorsement, and record the date of filing on the matter. Note who has signed it on the client’s behalf and under what authority, such as a board resolution.
Keep order sheets in sequence
Save every order or order sheet as a separate dated file. A complete, dated sequence is the most useful single record in any matter, including for computing limitation.
Prepare e-filing versions separately
Keep the e-filing PDF (searchable, bookmarked, paginated as required) in its own folder alongside the receipt or diary number generated on filing.
Review access and retention at closure
When a matter ends, record the outcome, return originals as agreed, and apply your retention policy to the digital file.
Documents, sources and handling
| Document | Legal basis or purpose | Handling note |
|---|---|---|
| Vakalatnama | Appointment of an advocate in writing, signed by the party (Order III Rule 4 CPC in civil matters) | Scan as filed, with stamps and filing endorsement; record the signatory’s authority |
| Advocate welfare stamp | Required on vakalatnamas under the Advocates Welfare Fund law applicable in many states | Check your state’s requirement and the current denomination |
| Certified copy of an order or judgment | Proof of public documents by certified copies (formerly section 76 of the Evidence Act, now under the BSA) | Keep the physical original; mark CC and the issue date in the file name |
| Order sheets | The court’s record of each hearing | One dated file per order; the basis for next dates and limitation |
| E-filed documents | Filed through the court’s e-filing portal | Keep the exact filed PDF and the receipt or diary number |
| Copying application receipt | Evidence of the date a certified copy was applied for | Needed for exclusion of time under section 12 Limitation Act |
Certified copies versus plain copies
A certified copy is issued by the court’s copying department and certified as a true copy; it is how court records are proved and is often required to accompany an appeal or revision, subject to the court’s rules. A downloaded copy from a court website is useful for reading and for computing dates, but it is not a certified copy unless the court’s rules treat it as one.
Keep both, labelled differently. Record the date of the copy application and the date the copy was ready: those dates decide how much time is excluded under section 12 of the Limitation Act, and the endorsement on the certified copy is your proof.
E-filing scans and the document vault
E-filing portals generally expect PDFs that are clear, searchable and within size limits, often with bookmarks and page numbers. The exact requirements differ by court and change over time, so check the portal’s current instructions. Scan at a resolution that keeps stamps and signatures legible, run text recognition where the portal expects searchable files, and keep the version you filed unchanged.
Legal Staff gives each case a private document vault for pleadings, orders, annexures, the vakalatnama and certified copies, with evidence tracked by exhibit mark. Orders added to the case can be summarised with paragraph references and next dates proposed for confirmation, and the AI Case Brain answers questions only from the case’s own documents, with citations. Each firm’s data is isolated and documents are stored privately. Legal Staff does not file documents on court portals for you.
- Retention: decide a policy with your seniors for closed matters and apply it consistently.
- Access: limit sensitive folders to the people working on the matter.
- Originals: the scan never replaces an original the court or client may need.
Moving existing files into the new structure
Do not try to digitise the entire archive at once. Start with active matters that have a hearing in the next month: create the standard folders, scan the vakalatnama, the latest pleadings and the last few order sheets, and enter the next date. Then work backwards through the remaining active matters, and leave closed files until there is a specific reason to retrieve them.
Give one person ownership of the migration and a weekly target, and check a sample of matters for naming and folder consistency in the first fortnight. Small inconsistencies at the start become permanent habits. Once the structure is in place, make it part of opening every new matter, so that the vakalatnama and the first order go into the right folders on day one.
Common pitfalls
Mislabelled copies cause trouble when an appeal is filed. Mark certified copies clearly and keep the physical original.
Names like order final new.pdf are impossible to sort. Start every name with the date.
Without the application date, you cannot prove the time excluded under section 12. Scan the receipt the day you get it.
Keep the exact PDF that was e-filed. Later edits belong in a new version.
If each junior invents a structure, no one can find anything. Agree one template and use it everywhere.
Frequently asked questions
Is a downloaded order from the court website a certified copy?
Not unless the court’s rules treat it as one. A certified copy is issued and certified by the court’s copying department. Keep downloaded copies for reference and the certified copy for filing and proof.
Do I need to keep the physical vakalatnama?
The filed original is with the court. Keep a scan of the filed copy with its endorsement, and your own records of who signed it and under what authority.
How should I name documents?
Start with the date in YYYY-MM-DD format, then the document type and a short description. Mark certified copies with CC and the issue date.
Can Legal Staff store certified copies and vakalatnamas?
Yes. Each case has a private document vault for pleadings, orders, annexures, vakalatnamas and certified copies, with evidence tracked by exhibit mark.
General information for advocates, not legal advice. Statutes, rules and court practice directions change; check the bare Act, the latest amendments and your court's rules before relying on any date or section.