Kolophi

Archivist, by Kolophi

Closed-file cleanup for law firms

Archivist reviews your firm's closed matters against your retention schedule and prepares them for disposition. Your records team approves each decision, and nothing is destroyed without two sign-offs.

Contact usHow it works

Why closed files pile up

Most firms have a retention schedule, but applying it to years of closed matters takes more staff time than anyone has. The files are kept instead, along with the storage costs and the risk of holding records past their retention period.

How a cleanup project works

Each project has a fixed fee and takes about 90 days, working alongside your records team.

Connect

We connect with read-only access to your document management system, file shares and Microsoft 365. Nothing is changed at the source.

Classify

Archivist files each document by client and matter and assigns a retention category, quoting the text it relied on.

Review

Your records team reviews the proposals. Clients are notified before their files are destroyed and can ask for them to be returned.

Dispose

Approved files are destroyed after two people sign off and active holds are rechecked. Each batch gets a destruction certificate.

What you receive

  • An inventory of your closed files, classified against your schedule.
  • A disposition list approved by your records manager and signed off by legal.
  • Records of client notices and responses, and of any files returned.
  • Destruction certificates and a complete audit log.
  • A searchable archive of the files you keep, with your ethical walls applied.
  • The option to keep using Archivist as new matters close.

Law firm requirements

Archivist is organized around clients and matters.

Ethical walls

People screened from a matter can't see its records anywhere in Archivist. Walls can be imported from your conflicts system.

Clients who restrict AI

Records for clients whose guidelines prohibit AI are never sent to a model. Your staff review them instead.

Legal holds

Records under a legal hold are never destroyed. Custodians receive hold notices and acknowledge them online.

Safeguards

These rules are built into the software, separately from the AI model.

  • The AI proposes; a person decides.
  • A retention period starts only from a date stated in the document.
  • Files in open matters are never destroyed.
  • Destruction requires sign-off from two different people.
  • Original files are never modified.
  • The audit log can't be edited or deleted.

Supported systems

  • iManage
  • NetDocuments
  • Microsoft 365 & SharePoint
  • Exchange mail
  • Windows file shares
  • Google Drive
  • Dropbox
  • Amazon S3

Get in touch

We start with a short call about the size of your backlog and where it's stored. Our first clients receive reduced project pricing, credited toward a subscription if they continue using Archivist afterwards.

Email contact@kolophi.ai