When a file has been finalized there are some things that we need to ensure happening to “Close” our file. We have put together the following procedure for guidance.
- The final docs – all orders/judgments/dismissals/settlement agreement/tolling agreements delivered and disclosed to the client or served on other parties.
- A final review of the matter by the acting lawyer before it is determined to be closed.
- Email entire team working on the case to make sure they know when something settled so that ongoing projects are stopped in a timely manner.
- Remove all calendar entries.
- Any loose paperwork goes to assistant to file in hard file and scanned as necessary.
- Check offices for discs, correspondence, original client files that relate to the closed case and make sure everything is scanned into DM.
- Ensure all reimbursements and/or vendor invoices are submitted to accounting.
- Stop billing capabilities (note: this should only be done a week or two after the file is OFFICIALLY closed to allow all time be entered)
- “Final Invoice” to the client.
- Matter will be marked inactive in billing system once all open invoices have been reconciled.
- “Thank you for your business” email/letter to client from lead attorney which includes information as to how matter was closed (e.g., settled, dismissed)
- Index and sending any hard file off site to storage.
- Delete Inbox folders for the matter once all emails have been saved in DM.
- To prepare for possible client audit – have assistant go thru DM and make sure the following look complete – pleadings, correspondence. Also make sure internal emails are in a own sub-file.
