Document Retention Policy

Last Updated September 4, 2025

Retention of Files and Records

A Client’s file is their property, both during and after any representation by the Law Office of Moore, Christoff & Siddiqui, PLLC (“Law Office”) and its attorneys. The timely destruction of Client files is also an important part of maintaining confidentiality and privacy regarding all Client information, communication, and representation.

This Policy balances those important interests and provides notice to Clients regarding the Law Office’s document retention policy. This Policy also provides express notice that Client files will be destroyed pursuant to this Policy unless a specific exception applies.

Retention Periods and Terms

• Files in most criminal, civil litigation, and business matters will be retained for a period of seven years.
• Trust account information will be maintained for five years following the end of the fiduciary relationship.
• Files in Estate Planning matters will be retained for a period lasting for at least two years beyond the death of the client.
• Files where a judgment has not been satisfied will be retained until the judgment has been satisfied or can no longer be renewed.
• Client and file information that is needed to conduct conflict checks beyond the normal seven-year retention period will be maintained indefinitely as needed by the Law Office.
• Non-essential personal information in a file that poses an increased danger of being improperly accessed may be destroyed before the end of the retention period in the Law Office’s discretion. For example, social security numbers and credit card numbers may be destroyed prior to the end of the retention period if this information is not necessary to maintain the value of the file.

Under certain circumstances, as dictated by applicable rules or the specific facts of a matter, the Law Office may retain files for a longer period of time as outlined below and at the Law Office’s discretion. For example, no file will be destroyed while it is subject to a legal hold or foreseeable litigation, disciplinary, or audit need.

Request for Records or Original Documents

The timely request for a Client file is essential to avoid the potential destruction of information and documents. A request for a copy of a file or a portion of a file should be made in writing directly to the Law Office at its business address or directly to info@moorechristoff.com. Requests for copies from a closed file prior to destruction may involve both copying and research fees to retrieve the file if applicable; though the Law Office will do its best to not charge a fee if possible.

Many physical files are converted to electronic format during the retention period. Should you wish to receive an original physical document from your file, please contact the office immediately upon receipt of this notice. Likewise, the Law Office will make any original documents or items that were provided directly by the client available for pickup and retrieval upon the conclusion of representation.

Preservation of Confidentiality and Storage

Throughout the retention period and through the destruction of any file, the Law Office will take all reasonable and necessary precautions to ensure that client confidentiality is maintained throughout the process regardless of whether the files are maintained in the Law Office’s premises or with a secure storage vendor.

The Law Office reserves the right to preserve a file in its hard-copy state or in a suitable electronic format that preserves the integrity and value of the contents of the file. If hard-copies are converted to electronic copies, the hard-copy version may be destroyed even within the retention period without any additional notice to the client or former client.

The Law Office may use outside companies to assist in Law Office retention processes. This may include an outside storage facility and commercial services for electronic document retention; this could include physical storage or cloud-based storage of the electronic version of a file. This is in accordance with the Law Office’s Privacy and Cookie Policy.

Destruction of Files and Records

When the retention period for a file has ended the file may then be destroyed without further notice to the client or former client. Destruction will be accomplished in a manner that preserves client confidentiality. The Law Office has no obligation or duty to maintain files beyond the terms of this Policy and the Law Office expressly disavows any intent to do so.

Amendments and Questions

The terms of this Document Retention Policy may be amended from time to time by the Law Office or a subsequent Law Office. Any change will be made to improve the management and retention of files and without prejudicing the retention of a client’s or former client’s file.

Should you have any questions regarding this Document Retention Policy to request the latest version of the Law Office’s Document Retention Policy, please contact the Law Office directly at 703-535-7809 or info@moorechristoff.com.