File Closing and Retention Policy

Purpose

This policy explains how NEO closes a client's file when a matter ends, what the client receives, and how long records are kept.

Who it applies to

Every licensee and employee who works on or closes a file.

Closing a file

When a matter ends, or the retainer ends for another reason, we:

1. Send a closing letter that confirms the matter is finished, any outcome, and any deadline or step the client still needs to know about.
2. Send a final account, and return any money left in trust under our Trust Accounting and Client Money Policy. A file can't be closed while money is still held in trust for the client.
3. Return original documents and property that belong to the client.
4. Offer the client a complete copy of their file, which they can download from the client portal.

How long we keep files

• Closed files are kept securely, in private encrypted storage, for the period in the firm's retention schedule.
• Financial records are kept for the periods By-Law 9 requires, and identification records for the period By-Law 7.1 requires.
• After the retention period, files are destroyed securely, with confidentiality kept to the end.

A client's property

Documents a client gives us remain the client's property. We don't keep them to secure payment of an account except as the law and the rules allow.

Review

This policy is reviewed at least once a year, and whenever the Law Society's By-Laws or rules change. The principal approves every change.

Questions

Email info@neolegalservices.com, call 647-200-3526 or toll-free 888-519-2435, or write to us at Unit 236, 1099 Kingston Road, Pickering, Ontario L1V 1B5.