Solutions / Legal matter files
Law firms and in-house legal teams
Matter files that work the way lawyers do
Organise every client and matter in context, protect privileged material and keep files ready for review, audit or transfer.
Matter record
M-2026-0147 · Commercial lease renewal
Client: [Client name] Ltd · Matter type: Commercial property · Fee earner: [Fee earner name] · Supervising partner: [Partner name]
| Document | Type | Sensitivity |
|---|---|---|
| Engagement letter.pdf | Onboarding | Confidential: Client |
| Lease draft v4.docx | Drafts | Confidential: Client |
| Counsel’s opinion.pdf | Advice | Legally privileged |
| Completion statement.pdf | Completion | Confidential: Client |
The matter record
Each matter is a record context linked to its client, with drafts, advice and correspondence filed straight from Outlook.
| Field | Example |
|---|---|
| Matter number | M-2026-0147 |
| Client | [Client name] Ltd |
| Matter type | Commercial property |
| Fee earner | [Fee earner name] |
| Supervising partner | [Partner name] |
| Status | Open |
A ready-made file plan for legal matter files
Each classification holds its own document types, mapped to Microsoft Purview retention and sensitivity labels.
| Classification | Example document types | Retention label | Sensitivity label |
|---|---|---|---|
| 01 Client onboarding | Identity verification, engagement letter, conflict check | Legal: 6 years after relationship ends | Confidential: Client |
| 02 Correspondence | Emails and letters with client and other side | Legal: 15 years after matter closes | Confidential: Client |
| 03 Drafts and precedents | Draft agreements, mark-ups, precedents used | Legal: 15 years after matter closes | Confidential: Client |
| 04 Advice and opinions | Counsel’s opinion, advice notes, attendance notes | Legal: 15 years after matter closes | Legally privileged |
| 05 Court and filings | Pleadings, bundles, orders | Legal: 15 years after matter closes | Confidential: Client |
| 06 Completion and billing | Completion statement, invoices, file closure | Legal: 6 years after matter closes | Confidential: Client |
Retention periods and labels are examples. Confirm them against your own retention schedule and Purview configuration.
Linked records
Matters connect to the client, contracts and properties they concern, so knowledge is easy to reuse.
Client
CL-2087 · [Client name] Ltd
Every matter, identity check and engagement
Contract
C-889 · Supplier agreement
Signed agreement, variations and renewal dates
Property
Title [title number]
Leases, title documents and searches
Purview policies for legal matter files
Retention
Matter files are kept for 15 years after closure for property work, with onboarding records kept for 6 years.
Sensitivity
Client documents are Confidential: Client. Advice and opinions are labelled Legally privileged.
DLP
Stops privileged documents being shared with anyone outside the firm except the client.
What your teams get
Complete matter files
Drafts, advice and correspondence together for every matter.
Privilege protected
Sensitivity labels and DLP keep privileged material inside.
Ready for audit or transfer
Export a full matter file with its history in minutes.
More solutions
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