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NO |
ITEM |
DONE |
DATE |
VERIFICATION |
REMARKS |
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LAWYER |
PARTNER |
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1 |
Review file' for any further work to be done. The file should be reviewed document by document.
a. Check for loose, unfiled documents and place in the file.
b. Check for outstanding fees/costs and any balance remaining in trust. The file should be left open until full payment is made. Trust balance should always be zero before a file is closed. |
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2 |
Send final bill or accounting to client. |
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3 |
Record all original documents eg judgments, wills etc. |
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4 |
Compile all original documents for return to client. |
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5 |
Review file for:
a. documents to be included in firm's form/precedent file, template directory or index of cases eg opinions, memos etc;
b. additional names to be included in the conflict system;
c. any other documents to be sent to clients/others or removed. |
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6 |
Strip the file. All multiple copies of individual documents, letters etc, should be discarded, leaving only a single copy. |
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7 |
Move current accounting and file records to closed accounting and file records. |
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8 |
Remove file from active status. |
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9 |
Assign closed file number. |
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10 |
Mark the file closed and, enter date and closed file number in closed file register. |
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11 |
Mark date for permanent storage/destruction on file cover. |
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12 |
Enter file permanent storage/destruction date into firm diary and/or in closed file register. |
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13 |
Move closed file to closed file location. Closed files must be stored separately from open files within the firm. |
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14 |
Send Closing Letter to client (enclosing all Original Documents). KIV one month. |
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15 |
Client acknowledgement / instructions received. This receipt should be kept in the closed file |
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