What is a project retention?
When a discovery project is closed, you can optionally choose to have us retain the project data “as is” in our system for a specified period (the “retention period”). During this time, the project cannot be accessed. You can reopen a closed project at any time before the retention period expires. A reopened project will be exactly as it was when the project was closed.
What is the cost to close a project with a retention period?
There is no cost to specify a retention of up to 6 months. For longer periods, the cost is based on the project’s monthly fee at the time of closing.
When can a closed project be reopened?
A project that has been closed with a retention period specified can be reopened at any time before the retention period expires. If the retention period expires without the project being reopened, the project is permanently deleted.
A project that has been closed without a retention period is not retained and will be automatically deleted.
Who can reopen a closed project?
An administrator of a project at the time it is closed can reopen the project at any time during the retention period. Additionally, a firm administrator can reopen any retained project under that firm’s account.
What is the cost to reopen a closed project?
A retained closed project can be reopened within 1 month of being closed at no cost.
After 1 month, the cost is based on the project’s monthly fee (at the time it was closed) and how long the project has been closed. You can view the cost to reopen a retained project as at the current date via the “Retained projects” section of the dashboard. You can also view the reopen costs prior to closing the project (via the “Close project” page).
What happens after a closed project is reopened?
When a closed project is reopened:
- It becomes “live” again exactly as it was when the project was closed.
- Users who had access to the project at the time it was closed will be able to see and access the project via their dashboard (though email notifications are not automatically sent to the existing users advising them that the project has been reopened).
- We will resume billing the project on our regular monthly cycle. If there was a cost to reopen the project, that will be included in the first invoice following the reopening.
- The project will remain open until such time as it is re-closed.
What happens if a retained project is not reopened before the retention period expires?
A project that is not reopened before the retention period expires is permanently deleted and cannot be reopened.
Will I receive a reminder that a retained project is about to expire?
No. You should set your own calendar reminder when you close the project. When a project is closed with a retention period, we send you a calendar appointment for the expiry date which you can add to your calendar application (e.g. Outlook).
If I accidentally closed a project, can I reopen it?
If you accidentally close a project without a retention period, you should notify us immediately and we will do our best to reopen it (without cost). Non-retained closed projects are automatically purged on a nightly schedule, so if we are made aware of it before it is purged then we should be able to reopen it.
If you accidentally close a project with a retention period, you can reopen it at no cost within 1 month of being closed.
What are the intended scenarios for closing a project with a retention period?
The retention option is intended for situations where the discovery project/matter is effectively finished, but there is a chance that it may “come back to life”. Examples include:
- A matter that has been discontinued but might be pursued by another party;
- A matter that has reached judgment, but may be appealed (in or out of time);
- A matter that has settled but which may be challenged post-settlement.