We are in the process of closing our storage facility where we store paper files from our pre-paperless office days. However, we will keep electronic images of the documents in our files forever.
Our normal practice is to image documents clients bring to us and give the originals back to the client. We refuse to accept responsibility for the safekeeping of documents not in our possession and control. None of our files contain original Estate Planning documents or any other documents where the original would have any legal significance. We do not do criminal law or family law, or any other area of law which may require an attorney to keep hard copies of files indefinitely.
On any case where the last activity is more than five years ago, we are imaging the file and then shredding it. For any case where the last activity is less than five years ago, we are notifying the client of our intention to shred the file if it is not picked up within 60 days. We will be inspecting each and every document in each and every file to be sure it is imaged before it is shredded.
During the pendancy of a case, we will maintain hard copy originals of correspondence, contracts, and any other original documents that could be used as evidence in the case. All other documents will be imaged and then shredded.
Going forward, at the conclusion of every case, we are handing over the hard file to the client and keeping only electronic images. If the client does not want the case file, it will be shredded. We will NOT keep, or be responsible for, any Estate Planning documents.
We expect to close our storage facility by the end of 2013.
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