The client's file before destruction

The papers in a client's file are often the client's own. Before the firm destroys a closed matter's file, the client is offered it back, with any originals the firm still holds for them.

The letter

The words are the firm's, under Settings, Work management, Retention classes, Client's letter. Write {{client}}, {{matter_number}}, {{respond_by}}, {{originals}} and the rest where a client's own details go; the page lists what each fills. The letter is drawn on the firm's letterhead.

How long a client has to answer is Client notice before destruction (days) under Settings, System, General, Compliance, thirty days unless the firm changes it.

Send it

When a destruction naming a closed file is approved, a letter is written for each client. Open the destruction under Compliance, Data, Destructions; its Letters to clients section lists them.

1. Email the letters sends every letter still to send, by email and to the client's portal. It reads Email the letter when only one is waiting, and a row's own menu has Email it.
2. A letter that could not be emailed says why on its row. Post it or hand it over, then choose Record it as posted or handed over from its row, with the day it went.
3. Read the letter opens it as it will go, or as it went.

The answer

A client answers in the portal, under Documents, Closed files, or tells the firm. Record an answer that reached the firm with Record the answer, saying what they asked for and how it came.

• Wants the file back: the file is released to them, not destroyed. Record the day with Record the file as handed over.
• Wants the originals only: the file waits until the originals have been released to them from the originals register.
• Does not want them: the file is destroyed when the destruction runs.

A client who never answers in the time allowed is recorded as not answering, and the file goes. Where the firm turns on Partner confirms a silent client's file under Settings, System, General, Compliance, a partner first chooses Let the file go on its row.