Matter Number
Definition and origin of the term
The term Matter Number (roughly: “file reference” or “case number” in German) originates from the English-speaking law firm context, particularly from the Anglo-American region. It consists of “Matter” (German: Angelegenheit, case, issue) and “Number” (German: Nummer). In everyday law firm practice, the Matter Number serves as a unique identifier for a specific client case or project.
In contrast to the German terms “Aktenzeichen” or “Vorgangsnummer,” however, the Matter Number is explicitly tailored to managing mandates, assignments, or legal matters in law firms or comparable organizations.
Significance in the law firm context
Typical usage
The Matter Number is individually assigned to each new mandate, case, or project. It enables the clear allocation and identification of documents, correspondence, billing, and internal communication to a particular matter. This facilitates structured filing, traceability of work steps, and separation of different mandates.
Relevance
In international environments and larger firms, the use of Matter Numbers is an established standard. Unique numbering ensures that employees, clients, and external partners always refer to the same case. This increases efficiency, transparency, and legal certainty both in internal processes and in communication with third parties.
Framework conditions
Legal and organizational aspects
While there are statutory requirements for keeping files and labeling them in Germany and other countries, the assignment of Matter Numbers in international firms is often part of internal compliance guidelines or business management standards. It helps fulfill data protection and confidentiality obligations, as information can be individually tagged and separated.
In software solutions for law firms, Matter Numbers are a central component of document management and billing processes. The number accompanies all information from mandate creation to archiving.
Cultural aspects
In many Anglo-Saxon law firms, it is customary to always state the Matter Number in correspondence and communications with clients. This ensures that all parties can correctly identify the relevant matter at all times.
Practical examples and typical scenarios
- Mandate acceptance: When opening a new mandate, an individual Matter Number is automatically generated and assigned to the new case.
- Correspondence: Every email, letter, or form related to the mandate carries the corresponding Matter Number in the subject line or as a note.
- Invoicing: Billed services are grouped by Matter Number so that clients receive a clear overview of costs incurred for each matter.
- Archiving: After completion of a mandate, the complete file, including the Matter Number, is archived, making later access easier and supporting compliance with retention periods.
Differences from similar terms and possible misunderstandings
Distinction from “Client Number” and “Aktenzeichen”
- Client Number: While the Matter Number identifies a specific matter, the Client Number identifies the client. Often, a client will have multiple matters, each with its own Matter Number.
- Aktenzeichen: In German usage, the Aktenzeichen basically corresponds to the Matter Number, but the systems for assignment and conventions of use may differ. The Aktenzeichen may also be assigned by courts or authorities.
- File Number or Reference Number: In some contexts, these terms are used synonymously, but there are regional and organizational differences in meaning and usage.
Typical misunderstandings
In international teams, Client Number and Matter Number can sometimes be confused. It is therefore important to use each number clearly and consistently and to distinctly name them in correspondence.
Frequently asked questions
What is the difference between Matter Number and Client Number?
The Matter Number identifies a specific issue (e.g., a case, project, or assignment), while the Client Number serves to identify the client. A client can have several Matter Numbers for different matters.
Is the Matter Number retained throughout the professional course of the case?
Yes, the Matter Number accompanies a matter from acceptance to archiving and enables seamless allocation of all documents and processes.
Is the assignment of a Matter Number mandatory?
There is no statutory obligation to use a Matter Number, but it is an indispensable standard for mandate management in many international and larger firms.
How is a Matter Number created?
Assignment is carried out in accordance with internal policies, usually automated by law firm software. Often, the Matter Number consists of a combination of numbers and/or letters, which can include the year the mandate was accepted, client abbreviations, and running numbers.
Can a Matter Number be assigned more than once?
No, the Matter Number is unique and may only be assigned once for a specific matter to prevent confusion.
Summary: In the international law firm context, the Matter Number is a central identifier for uniquely identifying and managing client matters. It facilitates organization, communication, and documentation in everyday firm practice and is standard practice especially in globally operating firms. Applicants and career starters learn that a consistent use of this number contributes to efficient and secure business processing.
Frequently asked questions
What legal requirements must be observed when creating a Matter Number?
When assigning a Matter Number (file number), the relevant professional and data protection requirements must be observed in particular. Professional requirements include, for example, that the allocation of clients and their matters is clear and traceable to ensure proper file management (§ 50 BRAO, § 29 BNotO). The file number must enable seamless documentation and archiving and must not allow conclusions to be drawn about confidential information if unauthorized persons gain access. From a data protection perspective – in particular according to the GDPR and the BDSG – it must be ensured that the Matter Number does not disclose personal data or allow conclusions about the client if these are visible in other systems. The assignment and maintenance of the Matter Number should be protected against unauthorized access by technical and organizational measures, e.g., access management and encryption.
What are the consequences of an incorrect or duplicate Matter Number?
An incorrect or duplicate Matter Number can have severe legal consequences. First, there is a risk of confusion or mixing file contents, which may violate the lawyer’s duty of confidentiality (§ 43a para. 2 BRAO). Secondly, this may lead to significant liability risks, for example, in the case of incorrect information or processing due to mixed-up matters. Under § 203 StGB (violation of private secrets), there may even be criminal liability if third parties unlawfully gain knowledge of client data as a result of the confusion. In disciplinary proceedings before professional bodies, careful file management and clear file numbers are also among the examinable standards.
How long must Matter Numbers and the associated data be legally retained?
According to professional regulations, in particular § 50 para. 1 BRAO and § 27 BNotO, legal files including the Matter Number must be retained for at least six years after the conclusion of the mandate. Longer periods may apply under tax or commercial law, e.g., according to § 147 AO or § 257 HGB, which can be up to ten years. During this period, the Matter Number must continue to serve as an organizational feature, as it enables unique allocation and traceability. After the legal retention periods have expired, the files, including Matter Numbers, must be destroyed in compliance with data protection regulations, which also includes deleting any electronic references.
What data protection aspects must be considered when assigning Matter Numbers?
From a data protection point of view, it must be ensured that the Matter Number itself does not reveal sensitive information, such as names, dates of birth, or specific matter details. The GDPR provides that personal data may only be collected and processed for specific, clear, and legitimate purposes (Art. 5 GDPR). Therefore, Matter Numbers should be assigned according to a schema that does not allow identification of the client or details of the matter (e.g., no plain names or obvious abbreviations integrated). It must also be ensured that only authorized persons have access to the codes and their assignments. In digital systems, suitable pseudonymization and encryption must also be ensured.
What legal provisions apply to the modification or correction of a Matter Number in existing files?
Any subsequent modification or correction of a Matter Number may only be performed in a documented and traceable manner, to ensure the integrity and authenticity of record keeping (§ 50 BRAO, § 29 BNotO). Changes must be recorded in the file system in a way that is audit-proof; the original file reference and the reason for the change must be preserved. Undocumented deletions or changes are not permitted and may result in professional consequences. It is advisable to establish a change policy that regulates responsibilities and procedures.
How should the Matter Number be handled legally in electronic legal communication systems?
In electronic legal communication, such as in the special electronic lawyer’s mailbox (beA), the Matter Number is to be regarded as an internal organizational feature. However, it must be managed so that it meets the specific requirements of the relevant court or procedural rules and in no case violates data protection regulations (see § 130d ZPO and the requirements of the eJustice infrastructure). Furthermore, the Matter Number must not be shared with courts or third parties without a legal basis if this would allow identification of clients. Secure storage and transmission must be ensured through technical protective measures such as encryption.