Saving Documents

All Clinic related documents must be saved to the “I” or the “T” drive within the applicable client folder (see below). (New files that are being opened are being created on the I drive; however, we are still working many cases that are on the “T” drive. ) In addition, student attorneys must scan all significant correspondence from the IRS or forms, petitions, and other documents submitted to the IRS, which are not otherwise saved to a client’s folder.  All documents on th “T” drive are linked to a client’s Amicus file.

Naming Conventions

To enhance efficiency in locating a particular document, the clinic has developed a system of uniform nomenclature.  Each matter is assigned a 4-digit Case Number and a Case Name, typically the last name of the Client, and a File is created on the I or T-drive for that Case.  (Ex., for a case named John Delorean, Case No. 1455, the Folder would be called 1455-DeloreanJ).  From there, you should save the documents they create in the appropriate folder, according to the uniform nomenclature described below.

The document names are intended to indicate what type of document it is, when it was created (numerical month and year).  For example, a Transition Letter would be named TransLtr1208

The names of both files and documents should be as close to 8 characters as possible.  Do not use spaces or special characters; only characters allowed are dashes or undersores, no parentheses, brackets or periods.

After the student attorney has named a document, he should then utilize the Microsoft Word function that automatically inserts onto the face of the document the name and location of the document on the network.  This is accomplished by clicking on the toolbar at View and then choosing “Header and Footer,” “Insert Auto Text” and “Filename and Path.”

Following is a description of the folder names, indicated in bold, and uniform document names:

Client Correspondence

  • Engage1208 (using the month and year)
  • SmitIntro (using first 4 letters of author’s last name)
  • InfoReq1208 (using date)
  • CloseLtr1208
  • DeclineLtr1208
  • TransLtr1208

 IRS Correspondence

  • POARvk
  • TransLtr1208

Internal Forms

  • RecMemo1208
  • TransMem1208

OIC (or OIC2, in the event of a second submitted OIC)

  •  OICStmentF (“F” indicates “final”)
  •  656
  •  656L
  •  433A
  •  433B

Appeal

  • ProtstLr1208
  • AppMemo1208

Audit Reconsideration 1996 (the year would indicate the tax year at issue)

  • AuditRecon96
  • CoverLtr1208
  • MemoSmit1208

Tax Court

  • Petition Cover – PetCvrLtr
  • Petition – Petn
  • Place of Trial – PlcofTrial
  • Form4
  • Affidavit of Waiver of Filing Fee – FeeWvr
  • Entry of Appearance – EntryApp
  • Motion to Withdraw – WdraMtn