| name | data-retention-and-destruction-policy |
| title | Data Retention and Destruction Policy |
| description | Drafts a law firm Data Retention and Destruction Policy covering practice-area retention schedules, secure destruction procedures, legal hold protocols, and compliance infrastructure. Trigger when establishing or updating records management frameworks, drafting retention schedules by matter type, or implementing secure destruction procedures for paper and electronic records. |
| author | CaseMark |
| author_url | https://github.com/CaseMark/skills/tree/main/skills/legal/data-retention-and-destruction-policy |
| license | Apache-2.0 |
| version | 0.1.0 |
| execution_mode | open |
| jurisdiction | us |
| practice | data-protection |
| language | en |
| tags | ["drafting","memo","regulatory"] |
Data Retention and Destruction Policy
Generates a firm-wide records management policy governing client file lifecycles, retention periods by practice area, secure destruction methods, legal holds, and audit requirements.
Prerequisites
- Firm profile — practice areas, office locations, jurisdictions
- Current systems — DMS, cloud storage, email, backup infrastructure
- State bar rules — jurisdiction-specific ethics rules on client files
- Existing policies — information security, conflicts, client intake
- Vendors — certified document destruction services in use
Quick Start
- Gather firm profile and current systems inventory
- Map applicable regulatory authorities to practice areas
- Draft retention schedule by record category
- Define destruction procedures (paper + electronic)
- Establish legal hold protocol
- Assign roles and build audit/training infrastructure
Workflow
1. Regulatory Framework
Cite applicable authorities in the policy introduction:
| Authority | Applicability |
|---|
| ABA Model Rules 1.6, 1.15 | Confidentiality; safekeeping client property |
| State ethics rules | Jurisdiction-specific mandates (controls where more stringent) |
| Sarbanes-Oxley | Securities-related matters |
| HIPAA | Health law practices |
| IRS / IRC § 6001 | Tax work; 7-year documentation standard |
2. Scope
Covered: Client matter files, financial records (trust ledgers, billing), intake records (conflict databases, engagement letters), electronic records (email, cloud, mobile, backups), third-party collaboration platforms.
Excluded: Original client-owned documents (wills, deeds, certificates) — return on matter close; destruction requires written client authorization. Transitory communications (scheduling, duplicates) — delete promptly.
Bound parties: All firm personnel and third-party providers under confidentiality agreements.
3. Retention Schedule
| Record Category | Minimum Retention | Basis |
|---|
| General litigation / transactional | 6 yrs post-close | Malpractice SOL + margin |
