Your copy. Your pace.

Matter retention notice preparation

Use a lawyer-approved retention communication cycle to create a reviewed notice and response task linked to the matter policy. The design keeps source references, uncertain matches, and approval decisions visible to the responsible legal professional. It coordinates an administrative handoff with version checks and an exception queue. The workflow does not decide the retention period or authorize destruction.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

Start with a lawyer-approved retention communication cycle. A successful handoff produces a reviewed notice and response task linked to the matter policy. Define the accountable owner before connecting systems. The workflow does not decide the retention period or authorize destruction. A source event is a request to evaluate the current state; it is not permission to make an irreversible change.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Load reviewed policy inputs

Use matter category, closing event, approved retention date, and hold status.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Check recipient and exceptions

Review client contact, special terms, originals, and any active preservation requirement.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Draft the notice

Populate the firm-approved template with secure references and the actual approved dates.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Obtain lawyer approval

Confirm wording, required notice process, and any opportunity for client instructions.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Track response and next review

Record delivery and client response; destruction remains separately authorized.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
matter_id	matter_id	Resolve the stable source reference in the correct client, entity, and engagement.
policy_version	policy_version	Bind approval to this exact source version; changes require review.
approved_retention_date	approved_retention_date	Validate the date, timezone, and approved reporting or review period.
notice_approval	notice_approval	Use the authorized owner or reviewed decision; unknown values stop the handoff.

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

An active hold blocks a destruction implication.A policy revision invalidates the old notice draft.A repeated source event creates only one current review task.A changed source version invalidates an earlier approval.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.