Are you spending too much time managing document retention policies manually?
Many legal professionals find themselves overwhelmed by the task of tracking when to delete or archive client files. Manual enforcement of retention schedules can lead to errors, missed deadlines, and wasted hours. Automating this process offers a practical way to save time and reduce mistakes.
What is an automated retention schedule enforcement?
It is a system that automatically checks documents and records against your firm’s retention policies. When a file reaches its designated retention period, the system either alerts staff or takes action to delete or archive the file. This removes the need for manual tracking and ensures compliance with legal and firm standards.
Why is automation helpful for retention enforcement?
- Saves time: No more manual checks or reminders. The system handles it for you.
- Reduces errors: Eliminates the risk of forgetting to delete or retain files as scheduled.
- Ensures compliance: Keeps your firm aligned with legal requirements and internal policies.
- Provides peace of mind: You know that retention policies are being enforced consistently.
How to set up automated retention enforcement in your firm
Start with a simple document management system that offers automation features. Tools like Clio Manage, NetDocuments, or iManage connect with rules that can be set to trigger actions based on document age or other criteria.
Here’s a straightforward approach:
- Define your retention policies: Decide how long different types of files should be kept. For example, client files might be retained for seven years after case closure.
- Configure your system: Use the software’s rules or workflows to specify actions when files reach their retention date. For example, set a rule to delete files after seven years.
- Test the setup: Run a few tests to ensure the system correctly identifies files nearing their retention date and takes the right action.
- Monitor and adjust: Regularly review the system’s performance and update policies as needed.
Practical tips for successful automation
- Keep policies simple: Clear, straightforward rules are easier to manage and less prone to errors.
- Communicate with staff: Make sure everyone understands how retention enforcement works and their role in it.
- Regularly review policies: Laws and firm needs change. Update your retention schedules accordingly.
- Use alerts and reports: Set up notifications for files that are about to reach their retention date or have been deleted.
Final thoughts
Automated retention schedule enforcement is a simple way to save time and keep your firm compliant. By setting up clear rules in your document management system, you can reduce manual work and avoid costly mistakes. Focus on the legal work that matters, while your system handles the routine task of managing document lifecycles.