Barbara,

Out attorneys will notify accounting to close a matter.  We also have the following policy in place:

AUTOMATIC CLOSURE OF INACTIVE MATTER FILES The Firm Controller will conduct a review of all open matter files in August of each year, and will automatically close any files identified as "inactive" at the time of such review (other than exempted files, as described below). An open matter file will be deemed to be "inactive" if it meets the following criteria: (i) it has no outstanding accounts receivable; (ii) it has no unbilled fees or disbursements; (iii) it has no unapplied escrow balances; and (iv) it has experienced no activity (time reported, bills issued or payments received) at any time during the preceding 24 months.
Simultaneously with the automatic closure of a matter file, the Controller will send a notice to the Billing Attorney and the Responsible Attorney designated for that file, advising them that the file has been closed, and recommending: (i) that the client be notified of the closing of the file; and
(ii) that the physical file be reviewed, stripped and sent to off-site storage, or to the client if requested by the client, in accordance with the Firm's file closing procedures. See 'RECORDS MANAGEMENT RETENTION POLICY - Closed Client Files."
Matter files which are designated with the following Area of Law/Practice Codes are exempted from the foregoing automatic closing procedures:
006 - Will/Trust Preparation
031 - Patent/Trademark/Copyright - Prosecution
039 - Customs & Excise
057 - Bond Issue/Issuer's Counsel
099 - Immigration & Naturalization
114 - IP General
115 - IP Licensing
116 - IP Opinions

Hope this helps!  Thanks, Scott

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