Closed Files continued

Organize Closed Files

You should establish a method of numbering and organizing the closed files. The information should be maintained in a database, and perhaps in a hard copy file closing book that lists sequentially the file name, original file number, closed file number, storage box number, storage location and file destruction date. The complexity of your cataloguing system will depend on the number of files to be closed and the type of storage facilities to be utilized. The system should be detailed in your firm manual, so that regardless when the file is closed, there is consistency in the method. Keep in mind that a subsequent issue may arise that will require you to pull the closed file from storage urgently. If your cataloguing system fails to accurately describe where the file is located, the ability to pull files urgently will be difficult.

In some cases you may have a difficult time establishing a file destruction date at the time a file is put into storage. You will need a system for calling up these files for reconsideration of the destruction date. Please note recent changes to the Law Society Rules 10-3 and 10-4, regarding the storage and retrieval of closed files.