A poorly closed file today becomes a retention, confidentiality or conflict-of-interest problem tomorrow. Managing a client file lifecycle is not an organization question — it is a deontological obligation.
A client file is the set of documents, communications, notes, mandates and decisions tied to a matter. The Code of ethics requires managing these elements with diligence, confidentiality and competence.
Opening the file
Before accepting a mandate, the lawyer checks conflicts of interest, assesses competence and confirms mandate terms. Opening the file documents these checks: client identity, mandate subject, agreed fees, persons authorized to access the file.
A well-opened file avoids problems nothing can fix mid-mandate.
Tracking and access
- Chronology of acts and deadlines clearly dated.
- Access restricted to firm members involved in the mandate.
- Traceability of consultations and modifications (activity log).
- Separation of active, pending and closed files.
Each point protects professional secrecy — and the firm's reputation.
Closing and retention
At the end of the mandate, the file is formally closed. The Regulation respecting accounting and trust accounts of lawyers sets retention rules for files and accounting documents. Duration varies by document type — some items must be kept several years after closing.
« Retention is not passive archiving — it is an active obligation to protect professional secrecy. »
Accountability of the responsible lawyer
The lawyer remains responsible for the file, whether using cloud software or paper binders. Tool choice does not transfer that responsibility to the provider.
Digital changes the medium — not the obligation.