Xtroubleshoot13

20160912180217

CLOSED FILE INFORMATION FORM AND CHECKLIST [LAW FIRM NAME]
File No:		Closed File No:
Date File Closed:		Responsible Lawyer:
Destruction Date:		Staff Closing File:
ITEMS TO RETAIN AND THE RELEVANT RETENTION PERIOD □ 6 years □ 7 years □ 10 years □ 100 years □ Indefinite retention
Client Information
Client's Full Name
Client’s Occupation:
Last Known Business Address:
Last Known Residential Address:
Contact’s Name:
Contact’s Last Known Phone Number:
Client’s Contact’s Cell Phone:
Client’s Contact’s Fax:
Client’s Contact’s Email:
Notes: | | | ⇒
Matter Information
Nature of Matter:
Any Limitation Dates Outstanding?	□ YES or □ NO If Yes, Date:
Anything requiring us to notify client in the future?	□ YES or □ NO If Yes, What & When: ⇒
If Notification Required Has this been entered into our reminder system?	□ N/A □ YES or □ NO
At time of closing file, any unpaid disbursements, fees, or costs due?	□ YES or □ NO Amount: Were these written off? □ YES or □ NO
Are there any outstanding undertakings?	□ YES or □ NO If YES are these being resolved prior to file being closed? ⇒
Have all funds held in trust been returned to client?	□ YES or □ NO If NO, why? ⇒
Has file been checked to ensure that all important documents or letters have been removed?	□ YES or □ NO ABC's Initials:
All original documents of client returned to client?	□ YES or □ NO If NO, why? ⇒
Closing letter sent to client and all materials returned?	□ YES or □ NO If NO, why? ⇒
Were all returned materials listed in the letter?	□ YES or □ NO
Client and opposing party cards/databases moved to “Closed” and closed file number and destruction date noted?	□ YES or □ NO
If retaining the closed file electronically: entire client file imaged (OCR’d?) and moved to archive storage, an electronic file destruction date with storage location determined and entered into the firm’s limitation / BF system, and paper file shredded (after returning original documents to the client as noted above)?	□ YES or □ NO ABC's Initials:
		RETAIN ONE COPY OF THIS FORM AT FRONT OF CLOSED FILE. RETAIN ONE COPY IN “CLOSED FILES” FILE.

Resources

• Client Files, Practice Support Resources from Law Society of BC website:
  • Closed Files: Retention and Disposition
  • Ownership of Documents in a Client’s File