States of a Matter

The lifecycle of a matter in a legal practice involves several distinct states, each representing a critical phase in its management.

The lifecycle states of a matter are:

1. Matter Created
2. Matter Commenced
3. Matter Concluded
4. Matter Archived
5. Matter Destroyed

The following outlines the key stages of a matter's lifecycle, with a focus on the archival process.

1. Matter Creation

When a new matter is created, it enters its initial state. Depending on the configuration of the workgroup, this state may either automatically commence the matter or leave it in a pre-commencement phase. The pre-commencement phase is particularly useful for tasks such as conducting conflict checks before officially starting work.

In this initial state, the matter appears in the system but is not yet active. This approach allows for the preparation of all necessary details before the matter is officially commenced.

2. Matter Commencement

Once the matter is commenced, it becomes active, triggering any predefined requirements associated with it. These requirements, which may include entering specific contacts or completing certain fields, must be met at this stage. These requirements are only enforced once the matter has been commenced.

3. Matter Conclusion

Upon the completion of all required work, the matter can be concluded. Concluding a matter signals to the system that the work has been finalised, causing the matter to drop off active lists and marking it as no longer active.

4. Matter Archival

After all records have been finalised, payments received, and transactions reconciled, the matter may be archived. Archiving a matter moves it into a historical state where no new transactions can be recorded, and no new documents can be uploaded. The matter becomes a historical record, accessible for reference but no longer part of active operations.

5. Matter Destruction

Following a specified period of archival, typically seven years, a matter becomes eligible for destruction. The destruction process minimises the data footprint by deleting documents, cleaning up records, and retaining only essential financial information. This process is designed to comply with legal retention policies, ensuring that only necessary information is preserved.

It is important to note that certain prerequisites must be met before proceeding through these stages. For example, a matter must be commenced before it can be concluded, and it must be archived before it can be destroyed. This systematic approach ensures that all steps are followed in the correct order, maintaining the integrity of legal records.

While the typical timeline for destruction is set at seven years, this period can be customised within system settings. The destruction function may be visible before this period has elapsed, but it will only execute once the requisite time has passed.

Understanding the lifecycle of a matter—from creation through to destruction—enables the efficient management of legal tasks and records. The archival process, in particular, is crucial in transitioning a matter from an active state to a historical one, ensuring that a firm remains organised and compliant with legal requirements.