Good morning,

I have been struggling with a problem for some time now and I haven't been able to settle on a solution.  I was hoping someone might have some advice for me.  My problem has to do with case records (project files) and the client proprietary and third-party documents that often go along with projects.

I work for a professional services firm.  As part of our project process, documents are given to our consultants (by email, by mail, at a meeting, etc.) by the client and by third-party groups, for example an agency doing work for the client on another matter related to our project.  Technically, these are reference documents, but they aren't quite the same as an article or white paper.  Sometimes they are the heart and soul of the project.

How do these types of documents fit into the organization of case records?  I'm thinking specifically about retention.  In my opinion, when the project ends, all client proprietary documents should be returned to the client, unless they can inform a related project.

Does anyone have any suggestions?  Has anyone encountered something similar?  What do you do?

Best,

Daniel Lee, MLIS
Navigator
Toronto, Ontario

Direct: (416) 644-7000

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