Old client files
“How long do I have to keep my old, closed client files?” Believe it or not, that is the number one question we get asked in the Practice Management Assistance Program (PMAP). Not a week goes by that someone doesn’t ask it. Our Risk Management Counsel, Jill Rothstein, hears it just as often.
So, what’s the answer? We wish we knew for sure. The SC Rules of Professional Conduct are clear that lawyers must safeguard their clients’ property, but for how long isn’t clear. Appellate Court Rule 417 ‘Financial Recordkeeping‘ cites six years after termination of representation for financial records. It is probably this rule that leads lawyers to extrapolate that six years is a good rule of thumb to follow for keeping old files. But I often hear of firms who keep them longer. The record for longest amount of time is held by a small firm lawyer who inherited the practice from his father, who bought it from another lawyer. They had about 95 years’ worth of files.
moldy files
The Bar Ethics Advisory Committee has done its utmost to assist lawyers by issuing an FAQ (frequently asked question) on the matter. FAQ #1 can be found online. Be sure to read it before forming your own office policy.