Closing / Archiving a Matter.

Importance of Closing / Archiving a Matter

When a matter has completed (ie all work completed, any money due to the client has been paid and the client has paid) it is a good idea to archive the matter in your practice management software. There are a couple of steps that you I recommend you follow to ensure that the file is ready to be archived:

1. Have a partner or senior lawyer review the file to ensure the following:

• Any loose unfiled paperwork is to be sorted and placed securely in the file.
• Draft workings, records of telephone calls, messages, research materials should not be culled and destroyed except where multiple copies are present. One exact copy only of any given document needs be retained but destruction of amended drafts could hinder the capacity of a law practice to defend itself in relation to negligence, taxation of costs or disciplinary matters.
• All work required to be done must be completed, e.g. -All documents have been stamped or registered, all court orders/judgments have been delivered and disclosed to the client or served on other parties, all original documents have been returned to the client.

2.  Has a final account been rendered and have all outstanding disbursements been paid?

3.  Is any money still standing?? to the client's credit in the trust ledger for this matter?

4.  Has a final trust account statement been delivered to the client?

5.  All cheques for the matter have been presented.

In normal circumstances the recommended minimum retention period is 7 years from the last transaction.

A practitioner may consider that commonly high risk matters such as commercial transactions, conveyancing and mortgage transaction files should be retained for longer than the minimum period. 

No file should be destroyed without giving consideration to the statutes which may have an impact on the subject matter of the file. Example of matters that you may need to keep longer are: - Wills & Estate Planning, Trust/Superannuation Deeds, unregistered Power of Attorneys.

To Archive a matter in LEAP. 

1. Open the matter to be archived
2. Ensure that all the Trust, Office, Debtors, WIP and Cost Recoveries have a zero balance.
3. Select Calendar & Tasks
4. Ensure that the matter has a Completion Date
5. Click Setting icon on the right hand side of the screen and select Archive Management.
6. If physical documents were created for the matter, tick the Physical File Created checkbox, complete the Physical File details and click Save.
7. In the Archive Details section of the Archive Management window, enter the Archive Number and click Archive.

If automatic matter archiving is enabled, the Archive Number will be automatically filled with the next sequential number.

8.   When you're finished, click Close.

The status of the matter will now be Archived.

We recommend that you review your current matter list on a monthly basis and archive any matters that are completed. If you need help or training on archiving matters please contact me on 0481 097 177 or via info@lpmc.net.au  or visit our web site at www.lpmc.net.au