Use cases / Law firms
The matter
Keeping client files by matter, long after the matter closes
A file doesn’t stop mattering when the matter closes. Years later a former client may ask for a copy or a claim may land, and you’ll want to find the whole file in minutes and be able to say who has looked at it since.
Where it goes wrong today
Closed files often end up split between archive boxes, a shared drive and the practice management system, and none of them has the whole story.
When someone asks for the file, the hard part isn’t finding a document. It’s being sure you have all of it, and that nothing in it has changed since it was filed.
What folio will do
Retain
Everything on a matter will sit in one folder under the matter number, kept until the period your firm sets for that kind of file.
Find
You’ll be able to search by matter number, client name or the words inside the documents, scanned letters included.
Hold
If a claim or complaint comes in, you’ll be able to place a hold on the matter, and nothing in it will be disposed of until two people release it.
Account
Every view of the file will go in your ledger with who it was, and with a reason if your firm asks for one.
What you’ll set up
- Make a retention class for each kind of file you look after, such as one for client files and one for wills and deeds, with the period your firm has decided on.
- Decide how folders will be named. One folder per client, with a subfolder for each matter number, is a good place to start.
- File matters as they close, from the web app or from your own systems through the API, and bring your archive across in one import when you’re ready.
- Choose whether opening a client’s folder should need a reason. If you turn it on, folio will ask for one every time.
A day with folio
- A trainee will file the signed engagement letter for a new matter, and folio will hand back a receipt straight away.
- A former client asks for a copy of their file from a matter that closed years ago. You’ll search their name, open the matter’s folder and send them an export.
- Your insurer tells you a claim is on its way. A partner will place a hold on the matter, and nothing in it will be disposed of until two people release it.
- Your compliance officer will want to know who has looked at the file this year, and the ledger will show every view with the reason given.
Where your periods come from
How long a closed file stays with you is your firm’s decision. The limitation periods in the Limitation Act 1980 are one thing to weigh, along with what your regulator and your insurer expect of you.
This page is general information, not legal advice. How long each kind of record should stay is your professional judgement, and folio will hold to whatever you set.
Read next
Tell us what you have to keep
folio is in private beta. If it sounds like it would help, get in touch and we’ll set it up with you.