Client Notice
Effective September 1, 2025, our firm’s Records Retention Policy governs how we maintain, store, and ultimately dispose of client matter files and related records in all formats (paper, electronic, and other media). The policy ensures compliance with applicable laws, regulations, and ethical rules and protects client confidentiality throughout the lifecycle of a file.
Conclusion of Matter:
- At the conclusion of our representation, we identify and return Client-Owned Records and retain copies of key documents in the closed file as appropriate.
- Firm-Owned Records and are typically not provided.
Confidentiality
- We consider all records confidential and take all reasonable and necessary precautions to protect confidentiality during retention and through destruction, whether records are stored on our premises, with outside companies, or in secure cloud storage.
How long we retain files
- We retain closed matter files, including associated trust and billing information, for seven (7) years. In certain circumstances—such as specific legal requirements or matter-specific considerations—we may retain files longer.
- We may convert hard-copy files to suitable electronic formats; once converted, the hard copies may be destroyed during the retention period without additional notice. We may also use reputable third-party providers for physical or secure cloud-based storage.
Destruction of files
- At the end of the retention period, files become eligible for destruction. Destruction is performed in a manner that preserves client confidences, and may occur without further notice to the client or former client. We maintain internal logs of anticipated and final destruction dates.
Legal holds and exceptions
- If a legal hold is required—for example, due to an investigation, subpoena, or litigation—records destruction is suspended for the subject matter until the hold is lifted by our internal counsel or firm leadership.
Requests for copies from closed files
- You may request copies of records from a closed file by submitting a written request to the firm. A reasonable copying, retrieval, and research fees may apply.
Limitation of responsibility for stored records
- While we use best efforts to maintain confidentiality and security over stored records, we disclaim responsibility for damages arising from accidental loss or destruction caused by events such as natural disasters or third-party storage provider negligence, to the extent permitted by law.
If you have questions about this policy or need assistance obtaining copies from a closed file, please contact the firm. Our policy may be amended from time to time to improve records management without prejudicing the retention of a client’s or former client’s file.