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    Closed File Archive and Destruction Notice: Sample LOMAS Administrative Form

    Uploaded by

    Henry Jacob Baker Jr
    This letter notifies a client that their closed case file is being moved to archival storage and will be subject to destruction according to the firm's retention policy within 30 days unless the client requests copies. It provides instructions for the client to return an enclosed form within 30 days if they would like copies of the file, which will be provided for a copying fee. The form acknowledges that the case file is the property of the law firm according to a court ruling.

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    Attribution Non-Commercial (BY-NC)
    Download as DOC, PDF, TXT or read online from Scribd

    Closed File Archive and Destruction Notice: Sample LOMAS Administrative Form

    Uploaded by

    Henry Jacob Baker Jr
    200 views3 pages
    This letter notifies a client that their closed case file is being moved to archival storage and will be subject to destruction according to the firm's retention policy within 30 days unless the client requests copies. It provides instructions for the client to return an enclosed form within 30 days if they would like copies of the file, which will be provided for a copying fee. The form acknowledges that the case file is the property of the law firm according to a court ruling.

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    Closed File Archive and Destruction Letter 08001.doc

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    This letter notifies a client that their closed case file is being moved to archival storage and will be subject to destruction according to the firm's retention policy within 30 days unless the client requests copies. It provides instructions for the client to return an enclosed form within 30 days if they would like copies of the file, which will be provided for a copying fee. The form acknowledges that the case file is the property of the law firm according to a court ruling.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOC, PDF, TXT or read online from Scribd
    Download as doc, pdf, or txt
    200 views3 pages

    Closed File Archive and Destruction Notice: Sample LOMAS Administrative Form

    Uploaded by

    Henry Jacob Baker Jr
    This letter notifies a client that their closed case file is being moved to archival storage and will be subject to destruction according to the firm's retention policy within 30 days unless the client requests copies. It provides instructions for the client to return an enclosed form within 30 days if they would like copies of the file, which will be provided for a copying fee. The form acknowledges that the case file is the property of the law firm according to a court ruling.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOC, PDF, TXT or read online from Scribd
    Download as doc, pdf, or txt
    of 3

    SAMPLE

    LOMAS Administrative Form


    Form No.08001, page 2 of 2

    CLOSED FILE ARCHIVE AND DESTRUCTION NOTICE

    [Date]

    [Client Name]
    Street
    City State Zip

    Dear [Client Name]:

    Thank you again for the opportunity to represent you in the [X] matter. Our records
    indicate this representation is concluded and we have not provided you any representation
    in the matter within the last six months. I am writing to inform you that the firm is now
    in the process of moving the closed case file, for your matter of [XX v. XX], into archival
    storage.

    The file may include copies of records you want or need, such as documents we created
    for you. Please let us know within thirty (30) days of this letter’s date whether you would
    like to obtain a copy of this file, by returning the attached form to us in the enclosed self-
    addressed envelope. The cost of copying will be billed to you at [xx] cents per page.

    At the completion of the 30-day period, the file will be moved into off-site archival
    storage, and will then be subject to destruction according to the firm’s record retention
    policy, without further notice to you.

    I wish to thank you for your confidence in our firm and I look forward to speaking with
    you again. Thank you.

    Sincerely,

    [Name of Firm]
    By: [Name of Lawyer]

    ________________________________________
    Signature

    encl as
    Enclosure One (To be Returned by the Client)
    SAMPLE
    LOMAS Administrative Form
    Form No.08001, page 2 of 2

    INSTRUCTIONS TO [NAME OF THE FIRM]


    RE: CLOSED FILE [CLIENT MATTER NAME]

    FROM:

    _______________________________________________________________
    CLIENT NAME

    _______________________________________________________________
    ADDRESS

    _______________________________________________________________
    ADDRESS

    _______________________________________________________________
    ADDRESS

    Please copy and send me the appropriate portions of the referenced case file. I authorize
    you to bill me for the copying costs at a rate of [xx] cents per page.

    I understand that the case file is the property of the law firm in accordance with the ruling
    by the Fifth District Court of Appeal in Dowda & Fields, P.A. v. Cobb,
    452 So. 2d 1140 (Fla. 5th DCA 1984)1.

    Thank you,

    ________________________________________
    Client Signature

    ________________________________________
    Date

    1) The Court noted, “[F]iles prepared and maintained by attorneys on their clients’
    cases are commonly referenced by a particular client’s name. In reality, however,
    such referral simply means that the file relates to a particular client; the file and
    its contents are the personal property of the attorney. Id. at 1142. The court
    reached this conclusion based on the fact that the attorney’s file may or may not
    contain documents or other property of the client. Importantly, the court noted
    SAMPLE
    LOMAS Administrative Form
    Form No.08001, page 2 of 2

    that, while the attorney may have an ethical duty to communicate information to
    successor counsel, only actual property of the client must be returned.”

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