Here's something to think about regarding those minute books and seals: they're client property, and you can't dispose of them without client permission. If the client changes firms, winds up, is bought out, merged or whatever, which happens with small companies all the time, you may lose track of them or their successors in interest, which means you might be stuck with those seals and minute books permanently. I'm aware of cases where law firms found themselves in this situation, and wanted to rid themselves of large collections of these items, but couldn't -- ethics rules don't permit destruction of client property without permission, and losing track of the client's whereabouts isn't an exception.
So, if you're going to maintain them for the client, make sure you return them to the client if they change firms or change ownership or wind up.
Best regards,
John
John Montaņa
Montaņa & Associates
29 Parsons Road
Landenberg Pennsylvania 19350
610-255-1588
484-653-8422 mobile
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www.montana-associates.com
twitter: @johncmontana
On Jul 15, 2011, at 3:30 PM, Julie J. Colgan wrote:
> Thanks John - it's good to get the corporate perspective too since you
> represent the "client". :)
>
> On Fri, Jul 15, 2011 at 3:06 PM, John Annunziello
> <[log in to unmask]>wrote:
>
>> Hi Julie......
>>
>> Not a legal firm, but we have two sets of minute books.....one stored on
>> site and one offsite. As well, we have scanned them and they are fully
>> text searchable through our ECM system
>>
>> John Annunziello, CRM, ermm
>> Manager, Records and Information
>> Toronto and Region Conservation Authority
>> [log in to unmask]
>>
>> "Information is a corporate, strategic asset that needs to be managed"
>>
>>
>>
>>
>> "Julie J. Colgan" <[log in to unmask]>
>> Sent by: Records Management Program <[log in to unmask]>
>> 07/15/2011 02:43 PM
>> Please respond to
>> Records Management Program <[log in to unmask]>
>>
>>
>> To
>> [log in to unmask]
>> cc
>>
>> Subject
>> Corporate Minute Books
>>
>>
>>
>>
>>
>>
>> Hello List Folk!
>>
>> I'm hoping to get a quick pulse from the law firm list members on how you
>> are handling the retention of corporate minute books (clients' minute
>> books
>> - including seals if you have them).
>>
>> Are you:
>>
>> 1. Not keeping them - having the client maintain them
>> 2. Keeping them onsite
>> 3. Keeping them offsite
>>
>> I have seen all three in practice but have a feeling that most firms fall
>> into #2.
>>
>> Thanks in advance for your responses, either on or off list!
>>
>> Julie
>>
>> --
>> Julie J. Colgan, CRM
>>
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>
> --
> Julie J. Colgan, CRM
>
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