Definitely agree with you on getting rid of the old stuff! Once a matter is closed I remove that client file from the indexed folder and re-index the db so all that stuff is gone, or things would get way too cluttered.
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i’m set up the same way, as you can see from my later posts here. i ran into the clunkiness of separate databases per client.
it works and fits the the demands of the environment best. there’s so much more advantage to having the entire filing cabinet with one reach.
and a lawyer’s search needs are probably different than others, or some at least. if we need a “summary judgment standard of review” search will pop of several and we can zip through them in seconds. “wronful death” complaint. BAM! there’s 5 handy!
BUT - i don’t move closed stuff out. its there still and will stay. its always come in handy.
Do you update the indexed folder via menu File > Update Indexed Items or do literally re-index them via File > Index?
Asking because with the latter all records get new UUIDs.
I do Update Indexed Items.
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I failed to mention that I have a “Work Archive” database specifically for client matters that…well…get archived! This way I don’t pollute my See Also and Sort AI with old stuff and it keeps the database manageable for mobile syncing.
I also tend to archive my email in the Work Archive database too.
Edit: We should form a club of DT3-using Lawyers! 
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COUNT ME IN! [unless there are expectations] 
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There are no expectations, part of being a lawyer is having no time for clubs…but we can form one anyway! 
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I’m new to the thread but have learned quite a bit from all the good advice. I am not a lawyer (no club membership for me) but do need to manage data in a similar fashion as a college professor and nurse practitioner with an active patient case load. Everything is stored in OneDrive and I’m debating on indexing vs importing. Sidvicious it’s helpful to know you took the plunge with your large Dropbox folder and it has been working out.
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Welcome @bex
Make sure to read the Help > Documentation > In & Out > Importing & Indexing section before committing to any large additions to the database.
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I’m practicing law in Kenya. New to Devonthink. (have been using Evernote). I have a similar sort of challenge. I like the suggestions I read in this thread. At the moment I prefer to retain the voluminous files @ Dropbox and only transfer to DT that which I am processing at the moment. Thus for me, Dropbox is the filing cabinet and DT the ‘processing desk’ as I prepare for trial. Once file is concluded, I don’t think I will want to retain it at DT for it may just clog up the space.
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It will probably take more cases than you will have in a career to “clog” it up. If the case files go into an archive case data base (one car per database or many cases per database…your choice) on can simply not open that/those old databases until needed.
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I am also a (primarily) litigation attorney. For me, not all clients have the same kinds or sizes of files; some are pretty small while others are massive. Accordingly, I keep the vast majority in one database. If I have a particularly large matter, or something that I am preparing for an imminent trial or brief or whatever; I will sometimes move that into an independent database. That makes it somewhat easier for me to focus on one thing. It also has the benefit of making it easier for me to sync it specially with DTTG so I can more easily bring it with me on an iPad. I also archive anything that is not active. Fortunately, it is pretty easy to move things around as you need.
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here’s how i do trials, hearing, or “court” stuff now, with dt, and before.
in Finder [and now DT] i create a folder i call MUSE, which is the reader app i use on my ipad. i drag what i need for the hearing/trial, and airdrop it to my ipad. AFTER the hearing/trial, i delete it from Finder [now DT]. i don’t need it; it’s surplus.
caveat - i’m more elaborate with a larger jury trial, but for routine appearances, the above works great.
FOR READING files in court [ipad air4], i like the lightest app possible that still allows me to navigate freely. MUSE is really good for that. If i’m not using MUSE for some reason i’ll just pick the reader flavor of the day and use it.
IPAD. i have access to all my drobox stuff on my ipad. i’m not syncing DT remotely at the moment, but will as i move along in this process. probably a month or so down the line.
SINGLE v. MULTIPLE Databases. I see no reason why i’ll use anything other than a Single. i DO mark certain groups as favorites to help focus attention from time to time.
i’m like @wdiadamo. i have stuff from tiny to giant. still. the single serves me fine. moving stuff in and out of favorites helps keep me on track.
I second @wdiadamo’s observation. Having more granular control over what gets synced with the iPad is my main reason for separate databases. I prep for trial on my Mac but am pretty reliant on my iPad once I’m on my feet in cross or submissions.
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interesting. I use MUSE on the iPad (air 2018) but for research on non litigious matters. I’ll give your system a try. However, I’d also have to use it on smaller claims. In voluminous cases, I think DT on the laptop would have to be the norm. We don’t have jury trials here 
yeah; for voluminous matters MUSE may get unruly, however, the muse desktop is expanded beyond the visible screen, so there is a lot of room still yet.
when i cogitate my “court” machine, i drill down to what i’d need at the podium, examining witnesses or making arguments. IPAD and generally a few files.
there are occasions where i’ll need different batches of files per witness. i usually build them ahead of time, but often don’t. works fine either way. very much like live paper files but without the noise. i’ll do in court from Mac to iPad via airdrop; same way i do the routine matter from the office.
one thing i really like about muse other than the free form movement - there’s no way to get lost in it with a wrong click.
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Is there something similar to MUSE that works with both iPad and Mac?
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try either Marginnote 3 or Liquidtext. They are not quite like MUSE but equally good for deep dive research. The interface and mechanisms are different but you can achieve the same goals.
sorry for the late reply. had to hit the road chasing the dollar.
unfortunately, not that i know of and i’ve searched fairly well. in fact, i was looking for an ipad version of Growley Notes when i found Muse.
Muse suits me fine on the ipad; all i need is easy access and viewing in place of a paper file. i sure wish there was a Mac version though, but, i’ve grown accustomed to creating temporary groups/folders, then deleting them. works fine.
If you are going to get a club for lawyers live, please count me in.
Thanks
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