Legal Services Offshore blog
Indexing a matter file for close-out
A close-out index that links pleadings, correspondence, and retention decisions so the file can be found, audited, and destroyed on schedule.
Close-out starts before the last email
A matter file is easiest to index while the team still remembers it. Waiting until the retention period begins leaves gaps that no one can reconstruct. The assistant can maintain the index during the matter, then complete it at close with the lawyer’s retention decision.
Use one index for the whole file
List the pleadings, key correspondence, court orders, discovery, exhibits, and financial records with a consistent set of fields: date, document type, source, storage location, and access level. Avoid separate indexes for each folder; they drift and produce duplicates.
Confirm the original and the copy
For executed documents and court filings, record which copy is authoritative and where it is stored. A scanned copy is convenient, but the original or the filed version may control. Note any missing originals and route the gap to the lawyer.
Apply the retention decision
The lawyer sets the retention period, the destruction date, and any legal hold. The assistant records the decision and links the authority or policy reference. Do not apply a default period when the matter type or client agreement sets a different one.
Check access before archiving
Before the file moves to archive, confirm who still needs access, remove accounts that no longer do, and record any exceptions. A closed matter with open access is a confidentiality problem waiting for an audit.
Make the archive retrievable
Record the archive location, the index version, and the person who can retrieve the file. Test one retrieval before closing. A retention schedule is only useful if the file can be produced when the deadline or a later request arrives.