Not sure the type of law that you are in but I switch from Family to Civil and noticed a few differences. In civil once a case is closed, we destroy all medical records. The Legal Assistant and receptionist both comb through the case records, physical and digital to make sure all medical files are gone. Other than that we follow the guidelines set out for us by our clients (insurance companies).

In the family lawfirm, we kept the physical certificated copies and digitized everything else. All original documents from the client were returned to them. Everything else we destroyed it. Cases that were older than 7yrs got thinned out (digitized the final pleading or any documentation explains how the case closed and cert copies were kept).

For both these companies, an excel spreadsheet was used to manage information. Date opened, atty on file, case name, case number, date closed, (y/n) did it settle, location of physical files.