Queue old files for retention review
Files that reach their review date go to the right person with holds checked. Nothing gets deleted on its own.
IT and admin · Law firms · On a schedule · Updated
Slack
Box
Dropbox
Notion
Microsoft 365
Confluence
Linear
Asana
ClickUp
Jira
TrelloHow do you review files against a records retention schedule?
To review files against a records retention schedule, set a monthly Loop. Maito finds files that reached their review date under your approved schedule, flags legal holds and active clients, and posts the list in Slack with a responsible person for each. It tracks the decisions and deletes nothing.
How it's done today
Old files pile up in storage, or someone deletes a folder without checking whether it's still needed.
What Maito does
- Find files that reached their review date under the approved schedule
- Check for holds and open matters
- Send each file to its responsible person
- Record the decision they make
Example
Loop run: 1st of the month · Retention review
14 closed matters reached their 7-year review date this month. • 9 clear: no hold, client inactive. Assigned to their attorneys for a keep or destroy decision. • 2 have a legal hold flag (Initech v. Vandelay, matter 2019-044, and Hooli estate 2019-051). Left out of the review. • 1 client, Pied Piper, opened a new matter on Oct 14. Flagged to the responsible attorney. • 2 have no responsible attorney on file. Assigned to you, Helen. Catch: matter 2019-037 is in the clear group, but its engagement letter mentions a minor beneficiary, and the schedule might need a longer period. I listed it separately for Claire. From the document store and the approved schedule. No decision is recorded until each person answers.
@Maito ask Claire about 2019-037 today and remind the other attorneys on Friday.
Asked Claire about 2019-037 in #admin. Friday reminders are set for the 9 attorneys with open decisions.
Maito (9:00 AM):
14 closed matters reached their 7-year review date this month.
• 9 clear: no hold, client inactive. Assigned to their attorneys for a keep or destroy decision.
• 2 have a legal hold flag (Initech v. Vandelay, matter 2019-044, and Hooli estate 2019-051). Left out of the review.
• 1 client, Pied Piper, opened a new matter on Oct 14. Flagged to the responsible attorney.
• 2 have no responsible attorney on file. Assigned to you, Helen.
Catch: matter 2019-037 is in the clear group, but its engagement letter mentions a minor beneficiary, and the schedule might need a longer period. I listed it separately for Claire.
From the document store and the approved schedule. No decision is recorded until each person answers.
Helen (9:20 AM):
ask Claire about 2019-037 today and remind the other attorneys on Friday.
Maito (9:21 AM):
Asked Claire about 2019-037 in #admin. Friday reminders are set for the 9 attorneys with open decisions.
How to set it up
- Ask your agent
“On the first of each month, find closed-matter files that reached their review date under our approved retention schedule. Check for holds, and post them in #admin with the responsible attorney.”
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Connect docs
- Notion
- Confluence
- Box
- Connect task tracker
- Linear
- Asana
- ClickUp
- Jira
- Trello
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It follows your schedule, not the law. Whether a period is right for a given matter is a decision for your attorneys.
Questions
No. It lists files, assigns a person and records their decision. Deleting stays with your team.
From your approved policy in Notion, Confluence or Box, or from company knowledge you share with Maito.
Google Drive, Box, Dropbox, Notion or Microsoft 365 for files, and Linear, Asana, ClickUp, Jira or Trello to track decisions.
