CPMS Wiki

ContactsLaw File destruction

In ContactsLaw, file destruction refers to the activity through which a file moves into the final stage in its life-cycle. For electronic files, it takes place after file archival. For all other files, it takes place after storage. Applicable laws and professional guidelines dictate the time that must pass between the archival of a file and its eventual destruction. During archival, the practice-defined 'time-to-live' is stamped on the file; the destruction activity honours this, warning against premature destruction.

Although the electronic records pertaining to a file (particularly those relating to financial transactions) are never completely destroyed - owing to the highly-relational nature of ContactsLaw's database - the destruction step performs some important housekeeping steps:

Prevents all further postings (except corrective financial transactions)
Removes all documents from the file (and document library)
Removes all journals and fixed charges recorded on the file (whether billed or not)
Removes any tasks, transit cheques, workgroup field values and third-party contacts from the file
Removes all allocations to bills
Removes any folders exclusive to the file

The removal of the above records is safe and does not interfere with the data integrity of the system. In particular, the removal of documents on destroyed files is a vital step in alleviating long-term pressure on the document library.

Following destruction

Once destroyed, only minimal information about the matter remains on the system. No new time, fixed charges or documents may be created on the file. The activities, tasks and documents tabs will no longer be displayed, likewise the file summary will be shown in read-only mode. Destroyed files are clearly decorated as such.

Affect on performance statistics

The removal of time, fixed charges and allocations renders destroyed files meaningless in the context of performance statistics. Files are, therefore, excluded from performance reports once they have been destroyed. Since files are typically retained for 7 years after archiving, this does not significantly affect the ability to compare statistics with previous periods.