Data retention and export

Firm settings → Data retention & export sets how long closed files are kept, lists the matters past that time, and exports the whole firm. You need the Update firm settings permission to open it. Exporting the whole firm and destroying files are for the firm owner only.

Exporting a matter#

Anyone who can edit a matter can export it: on the matter, open the ⋯ menu and choose Export matter. Mattersimple prepares a ZIP and emails you a download link, which works for 7 days. The ZIP holds:

• matter.json: the matter, its clients and related contacts, and every field as Mattersimple shows it.
• A CSV for each kind of record: notes, communications, tasks, calendar events, time and expenses, invoices and their lines, payments, documents, document requests, conflict checks, and the matter's audit trail. CSV files open in Excel, Numbers or Google Sheets.
• Every stored file: each version of each document, attachments, files clients uploaded to document requests, the invoice PDFs that were sent, and conflict check reports.

Use it to hand a client their file, or to keep a copy before closing your account. Exports and downloads are recorded on the matter's audit trail.

Exporting the whole firm#

The owner can click Export all firm data: the same ZIP for every matter, plus your contacts (with their own notes, communications and documents), your team and your firm's settings. One export runs at a time; the link is emailed when it's ready.

Retention period#

Set Years after closing to the number of years your law society or state bar requires you to keep closed files. Many expect 6 to 10 years, and longer for some matters such as wills, real estate and minors. Leave it empty for no policy.

Closed matters whose closing date is at least that many years ago are listed under Past their retention period, with when they were last exported. Changing the period updates the list straight away. Nothing is ever destroyed automatically.

Destroying a matter's files#

When a matter is past its retention period, the owner can click Destroy files:

1. Export the matter first. The export must be newer than the matter's last change, so a change after exporting means exporting again.
2. Click Destroy files, type the matter number to confirm, and click Destroy files.

This permanently deletes the matter's document files (every version), attachments, and files clients uploaded to its document requests. Shared documents leave the client portal. It can't be undone.

The matter itself stays, with its notes, communications, invoices, payments, sent invoice PDFs, conflict check reports and audit trail, so your financial and ethics records survive. The matter page then says when its files were destroyed. A matter with open document requests can't have its files destroyed until they're accepted or cancelled.