Sunday, September 11, 2011

Archiving

Archiving matters is a must if you want to reduce the time it takes to generate and print reports. Contrary to popular belief, this does nothing to change the matter’s information. When you archive matters, you also set its destroy date, which is the date you will shred the client’s file. But the archived matter is available and can be reopened if needed (please note that there have been some issues with reopening matters archived in older versions of PCLaw – always print/save copies of the client ledger).

The archiving tool can also be used to destroy the matter information, which will completely remove it from PCLaw.

Pre-conditions – A matter you want to archive:
• cannot have unbilled disbursements
• cannot have remaining trust funds
• cannot have a general retainer balance
• cannot have an outstanding A/R balance
• cannot have activity in an open month.

You should also set a default destroy date – System Settings – Matter – “Files Can Be Destroyed After __ Years”. LawPRO Magazine had an article on file retention in their December 2010 issue. Here is a link to the article:

http://www.practicepro.ca/LAWPROMag/file_retention.pdf
To archive – File – Matter – Close Matter – enter matter number – make sure “Archive Name/Address and Accounting Information” is selected - OK.:

Bulk Archiving - Do not enter a matter number, Achive all matters before - you choose at date - OK. PCLaw will archive all matters that meet the conditions set out above.

To reopen a matter – File – Matter – Closed Matter Register – select the matter – OK.
As always, I invite your comments and suggestions for future posting topics. Next week – Transfers Between Matters.
Clyde