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:
How long should I keep my closed files?
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
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