The Rules of Professional Conduct and State Bar Act do not specifically direct how long an attorney should keep a client's files. But rule... In Michigan, we need to hold documents indefinitely, however, once notified of the death of a client, any original Will needs to be filed with the probate court, as soon as reasonably possible.
It's prudent to hold onto files at least until the statute of limitations for legal malpractice has run -- and remember that the discovery rule might apply. Besides, your malpractice insurance company looks favorably upon firms with file retention policies. It is well worth having a policy, just for a chance of a reduced premium.
The Model Rules suggest at least five years. See Model Rule 1.15 (a). Many states set this requirement at six years, and some set it even further out. However, for certain types of legal matters, you must keep the files even longer. These include, among others, issues that deal with:
A file should be closed only after all matters relating to the file have been completed and, in particular, after all undertakings have been satisfied. Prior to closing a file, the lawyer should ensure that: all of the work that the lawyer was retained to complete has been completed;
In criminal matters, the attorney cannot foresee the future utility of the information contained in the file. The Committee concludes, therefore, that it is incumbent on the attorney in a criminal matter to obtain some specific written instruction from the client authorizing the destruction of the file. Absent such written instruction, the attorney ...
Physical space may not be as great an issue in the digital age regarding the storage of client files, but the fact remains that the storage of client files is necessary for some time. But how long?
Attorneys are free to choose a longer or shorter term of retention of client files. Some permanent record should be maintained that describes the file and its disposition. The California Rules of Professional Conduct do not specify how long an attorney must retain a former client’s file.
When a file closes, the primary lawyer reviews the file and sets the destruction date. Of course, a situation may arise during the retention period that changes the date. If so, the law firm should have a system in place that identifies when the destruction date changes.
All documents go to the client at the end of the case, unless the client and lawyer make a different agreement. This means anything the client gave to the lawyer, and all documents the lawyer produced.
The promise to keep client matter confidential is ongoing. Lawyers must protect client confidentiality and privacy when disposing of files. Shred or burn paper documents. The lawyer must guarantee that confidentiality remains intact throughout destruction and disposal. Destroy the entire contents of the client files.
Protection Against Malpractice Charges. One reason for retention is to protect the firm against allegations of malpractice. It's vital when the case documents are the only evidence available for defense against a claim. This can happen when information from other sources isn't available.
No lawyer is bound to keep client files forever. Each case has different needs. Lawyers must consider the following aspects of a case to determine how long to keep a file.
When the retention period ends review the client files once more. The best person to review the files is the primary lawyer . If that's not possible, have another lawyer review the files before destruction.
A negligence or breach of contract claim against a lawyer or law firm can happen long after the act occurs. There are some time limits, but each state's Statute of Limitations is different. Legal malpractice lawsuits involve failure to meet the professional standards expected.
The attorney can keep a copy but State law normally is specific about how long an attorney can keep documents (i.e. 7 years ) before the attorney's copy can be destroyed.
In Michigan, we need to hold documents indefinitely, however, once notified of the death of a client, any original Will needs to be filed with the probate court, as soon as reasonably possible.#N#If the attorney undertakes to hold onto the clients' original documents, this creates...
Establishing When to Close a File. A file should be closed only after all matters relating to the file have been completed and, in particular, after all undertakings have been satisfied. Prior to closing a file, the lawyer should ensure that: all of the work that the lawyer was retained to complete has been completed;
Some of these reasons are for the benefit of the client, while others are for the benefit of the lawyer.
The lawyer should consider advising the client how documents will be handled and maintained during the course of the retainer and after completion of the matter. A summary of the file retention and destruction policy may be included in the written retainer agreement or in the final report to the client.
Client files will usually consist of some or all of the following: 1 Paper documents contained in the paper file folder; 2 Electronic documents and electronic data and information contained in the electronic document or file. [2] 3 Documents and or property relating to the client matter but not kept in the paper or electronic file folder.
The documents that must or should be handed over to a client upon the termination of a retainer is a matter of law. The following cases and materials have dealt with the issue of document ownership and may be of assistance to lawyers in determining issues relating to document ownership: Aggio v.
In this regard, subject to the lawyer’s right to a lien, the lawyer must deliver to or to the order of the client all papers and property to which the client is entitled and, subject to any applicable trust conditions, must give the client all information that may be required in connection with the case or matter.
Prior to closing a file, a lawyer should ensure that the file is organized. A lawyer may wish to remove from the file any unnecessary materials. While staff may assist the lawyer in this task, the lawyer primarily responsible for the file should approve the removal, deletion and destruction of materials from the file.
I'm very sorry for your loss. Missouri attorneys are supposed to retain clients' files for 10 years, but many retain them for much longer. (I retain my files indefinitely.) But we need more information to fully answer your question. Has a will been filed with the probate court? Is it a "pour-over" will (ie.
This is a confusing question and more facts are necessary because: 1. The probate you give is two months from now so 2013 can not be the year you meant. 2. You want a copy of the Trust, but if there is a trust then Probate does not govern it unless there was a trust within the Will and not a separate trust...
Well-you won't find out until you ask (in writing). Provide the attorney a copy of the death certificate. Some attorneys will only release to the successor trustee absent a court order.
Missouri requires an attorney to maintain client files for ten years unless the parties have made a different arrangement. However, this does not mean that the attorney will have authority to release the documents to you.
Personal judgment by the lawyer on a file by file basis is necessary. The lawyer should consider ethical, legal and professional considerations. These tend to be strict rules and many of them are unbending. The lawyer should also consider economic and practical factors. These are really business decisions and there is more flexibility here. Ideally the lawyer can look to a formal firm file retention and destruction policy for direction. In setting a destruction date the lawyer should consider these questions: What is the likelihood I will face a malpractice claim or an ethics complaint on this file? Is there any other reason I might need it? The answers to these questions will vary depending on:
You should tell your clients about your file retention and destruction policy. The best practice would be to tell the client at the time you are retained and to include it in your retainer or initial#N#correspondence.
They typically have to do with tax records. Historically, it is best to keep both federal and state tax returns in a safe place for up to seven years.
They include: estate plans, last will and testaments, life insurance policies, birth certificate, social security cards, marriage documents. In closing, it is important to make sure your documents are in order so that you can begin to take control of your financial, legal and personal life.
When the year is up, it is best to discard these items as they no longer have value. Keeping them longer will create additional stress and clutter preventing you from feeling confident and secure in your legal and financial planning.
For your most important documents, experts advise keeping multiple copies. That may mean keeping one copy in your cloud storage and another on a hard drive. It could also mean keeping one copy in your electronic filing and one hard copy in a fireproof safe .
Credit card bills: Keep credit card statements for 60 days unless they include tax-related expenses. In this case, you should hold onto them for 3 years. 3. Bills: One year for anything tax or warranty related; all other bills should be shred as soon as they have been paid.
Paychecks and pay stubs: One year, or until you've received your W-2 statement for that tax year. Investment records: Seven years after you've closed the account or sold the security. Tax documents: Seven years, including your filing and all accompanying documents such as W-2s and receipts.
Shredding documents is the main way to protect yourself from identity theft. As a general rule, there are certain documents that absolutely should be shred. This includes anything that has account numbers, birth dates, maiden names, passwords and PINs, signatures, and Social Security numbers.
An electronic filing system makes a lot of sense because it's easier than ever. To get started, you need a scanner and a place to store your files: a folder system on a computer and a back up in the cloud, as well as an external hard drive.
A number of documents should be stored forever. 1 These are the most important that you may need at any time in the future for a variety of reasons. Ensuring that they're kept in a safe place and that a copy is secure will save you a lot of time when they're needed.
However, you do need to hang onto some documents because you never know when you'll need them. Just how long do you need to keep your taxes, receipts, bank statements, and other important documents? Each type of document is different, so keep all of your paperwork long enough before you fire up the shredder, even if you think you're done with them.