Every firm, from a solo practice to a large office, eventually faces rooms or drives full of closed matters. A short closing routine, done the same way every time, keeps the archive manageable.
At closing
- Confirm the matter is truly finished: final orders, payments and releases are in.
- Return original documents that belong to the client, with a dated letter.
- Remove duplicates and drafts according to firm policy.
- Create a closing index of what remains in the file.
- Record the close date and the destroy-after date under the firm's retention policy.
Retention
How long a file is kept depends on the firm's policy, professional rules and the type of matter. Counsel sets the policy; the archive simply follows it consistently.
Digital first
A searchable PDF of the closed file with a clear name and index is easier to keep and to find than boxes. Store it in a location with backups and limited access.
Destruction
When a file reaches its destroy-after date and counsel approves, destroy it securely and keep a log of what was destroyed and when.
Our closed file retention planner calculates the dates for a batch of files.
Litigation support is performed at the direction of a licensed attorney. Retention periods are set by counsel and the applicable rules.
This article is general information, not legal, tax or regulatory advice. Rules change; confirm current requirements with the responsible agency or a licensed professional.
