Automated retention policy enforcement for case files

Purpose

1.1. Automate enforcement of document retention and deletion policies for case files in legal practices, ensuring compliance with legal, regulatory, and ethical standards.
1.2. Automates the monitoring, flagging, and removal or archiving of old or inactive case files based on custom retention schedules.
1.3. Automating record-keeping reduces manual compliance risk, optimizes storage, and maintains audit trails for professional liability protection.
1.4. Automatedly controls document lifecycle, ensuring timely alerts, locking files from accidental deletion, and providing compliance reporting.

Trigger Conditions

2.1. Case file reaches pre-set retention period expiry date.
2.2. Regulatory or legal requirement updates trigger new policy enforcement automation.
2.3. Periodic review processes or scheduled audits automatedly activate review or deletion.
2.4. Flags or alerts from responsible attorneys or compliance officers initiate policy enforcement flow.

Platform Variants

3.1. Microsoft SharePoint
• Feature: Information Management Policies; automate expiry and deletion using retention labels and automated policy workflows.
• Example: Configure "Automatically delete after 7 years from case closure" in retention policy center.

3.2. Google Workspace (Drive/Google Vault)
• Feature: Retention Rules API; automate file retention and removal from shared drives using custom retention rules.
• Example: Set rule with Drive API to purge "Legal Case Files" folder after X years.

3.3. Dropbox Business
• Feature: Data Governance API; automate file review and automated deletion with retention policies.
• Example: Apply API policy to "Legal" folder for auto-purge after 6 years.

3.4. Box
• Feature: Retention Policy API; automates file retention and disposition actions using triggers.
• Example: Create policy via API for "Legal Cases" with event-based retention.

3.5. NetDocuments
• Feature: Retention Policies; automate record lifecycle and destruction using matter-based rules.
• Example: Automate retention schedule by configuring workspace rules.

3.6. Clio
• Feature: Custom Fields & Workflow Automation; automate reminders and file archiving on case anniversary via Clio API.
• Example: Use workflow triggers to flag cases past retention for review.

3.7. iManage
• Feature: Govern Retention Manager; automatedly configures review, archive, and purge based on metadata.
• Example: Schedule automated file reviews using iManage API endpoints.

3.8. DocuSign CLM
• Feature: Agreement Lifecycle Management API; automate contract and file retention and disposition events.
• Example: Set retention automation triggers via API for legal folders.

3.9. OpenText eDOCS
• Feature: Records Management Module; automates classification and retention based on events or metadata.
• Example: Configure event-based purging with eDOCS API.

3.10. Iron Mountain Connect
• Feature: Policy Management API; automates record lifecycle with automated destruction instructions.
• Example: Configure destruction date based on case closure upload date.

3.11. Smartsheet
• Feature: Automated Workflows; automate file review, flag, and delete actions via Bridge integrations.
• Example: Build workflow with scheduled automator for purging records.

3.12. Salesforce
• Feature: Platform Events & Flows; automate legal records flagging and deletion through workflow automation.
• Example: Trigger automated retention flow on record status change.

3.13. M-Files
• Feature: Metadata-driven Retention; automate document state transitions and automated removal.
• Example: Assign state-based retention with workflow configuration.

3.14. Relativity
• Feature: Data Management Automation; automate legal hold release and data disposition.
• Example: Schedule batch file deletion using Relativity scripts.

3.15. OnBase by Hyland
• Feature: Retention Scheduling; automate document removal from repositories with retention tools.
• Example: Configure automated purge rules by document type.

3.16. Everlaw
• Feature: Case Administration APIs; automate case closure archiving and purging actions.
• Example: Use API to set automated purge deadlines on closed matters.

3.17. Egnyte
• Feature: Lifecycle Management API; automate file review, retention, and deletion workflows.
• Example: Automator deletes files in "Legal Cases" after date interval.

3.18. LegalHold Pro
• Feature: Automated Legal Hold Release; automate post-hold file review and deletion notifications.
• Example: Set automated notifications to records manager after hold release.

3.19. OneDrive for Business
• Feature: Retention Labels; automate labeling and scheduled deletion of legal documents.
• Example: Configure policy to automate purge files after 7 years.

3.20. Zapier (integration)
• Feature: Custom Scheduled Automations; automate multi-system triggers for file archiving or deletion.
• Example: Use Schedule trigger to automate deletion in cloud storage.

Benefits

4.1. Automates compliance with retention policies and avoids costly manual errors.
4.2. Reduces data storage costs and automates decluttering of legacy records.
4.3. Ensures audit trails and automated compliance logs for regulatory review.
4.4. Enhances data security by automating timely purging of sensitive legal information.
4.5. Minimizes legal risk and liability by guaranteeing timely automated enforcement of destruction policies.