# Records Retention Schedule Review, Queued Monthly Source: https://maito.app/workflows/queue-old-files-for-retention-review Maito finds files that reached their review date under your approved retention schedule, checks for holds and posts them with an owner. It never deletes files. Files that reach their review date go to the right person with holds checked. Nothing gets deleted on its own. [IT and admin](https://maito.app/workflows/team/it-and-admin) · [Law firms](https://maito.app/workflows/industry/law-firms) · On a schedule · Updated October 19, 2026 Works with - Slack - Email - Box - Dropbox - Notion - Microsoft 365 - [Confluence](https://maito.app/workflows/tool/confluence) - [Linear](https://maito.app/workflows/tool/linear) - [Asana](https://maito.app/workflows/tool/asana) - [ClickUp](https://maito.app/workflows/tool/clickup) - [Jira](https://maito.app/workflows/tool/jira) - [Trello](https://maito.app/workflows/tool/trello) ## How 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 1. Find files that reached their review date under the approved schedule 2. Check for holds and open matters 3. Send each file to its responsible person 4. Record the decision they make ## Example Loop run: 1st of the month · Retention review **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 On a schedule Queue old files for retention review 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 ### Does Maito delete old files? No. It lists files, assigns a person and records their decision. Deleting stays with your team. ### Where does the retention schedule come from? From your approved policy in Notion, Confluence or Box, or from company knowledge you share with Maito. ### Which tools does it use? Google Drive, Box, Dropbox, Notion or Microsoft 365 for files, and Linear, Asana, ClickUp, Jira or Trello to track decisions. ## More it and admin workflows - [Answer IT questions in the help channel People get answers to everyday IT questions without a ticket. IT and admin · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-it-questions-in-the-help-channel) - [Handle access requests Access requests get collected, approved by the right person and logged. IT and admin · When you ask Works with Jira Service Management, ServiceNow.](https://maito.app/workflows/handle-access-requests) - [Review who has access Every quarter, check who has access to key tools and flag what looks wrong. IT and admin · On a schedule Works with Slack, Email.](https://maito.app/workflows/review-who-has-access) - [Guide people through buying something Purchases follow the process without people learning it first. IT and admin · When you ask Works with Slack, Email.](https://maito.app/workflows/guide-people-through-buying-something) - [Check a new vendor's security Get a first pass on a vendor's security docs before you sign. IT and admin · When you ask Works with Box.](https://maito.app/workflows/check-a-new-vendors-security) - [Track laptops and equipment Know who has which device and when warranties end. IT and admin · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/track-laptops-and-equipment) [See all workflows](https://maito.app/workflows) ## Put your AI teammate to work. Set it up in minutes. Start with this one, and let it earn the next one. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fqueue-old-files-for-retention-review)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)