Xtroubleshoot13

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

In law, a calculation of the allowable legal expenses of a party to a court proceeding, as determined by the Supreme Court Family Rules. The party who is most successful in a court proceeding is usually awarded their "costs" of the proceeding. See "account," "bill of costs," "Certificate of Costs or Expenses" and "lawyer's fees."

A phrase describing how property is held by one person for the benefit of another person who is ultimately entitled to the use or proceeds of sale of that property. Money held in trust is held in a lawyer's bank account on behalf of a client, on the lawyer’s promise not to use that money except as may be agreed.

In law, a person named as an applicant, claimant, respondent, or third party in a court proceeding; someone asserting a claim in a court proceeding or against whom a claim has been brought. See "action" and "litigant."