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Digital Copies of Files Retained by Arbitrators

Tuesday, February 24, 2026 10:36 AM | Anonymous

Why to Move Boxes of Files and Create ...

Lawyers tend to keep client files for a long time (5-7 years +). How long should Arbitrators keep digital copies of files? Should Arbitrators dispose of them within 30 days? If they are disposed of, should Arbitrators keep anything aside from information needed for future disclosures?

What are your thoughts?


Comments

  • Tuesday, February 24, 2026 3:14 PM | Raoul East Drapeau
    The last time I checked, the rules stated that when an award is filed, the arbitrator(s) become functus officio and must dispose of their working files. I assume that means digital or hard copy files. Am I missing something? What I do is to separately record helpful phrases that I used on one case that might be helpful in a future case. Saves reinventing the wheel.
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  • Tuesday, February 24, 2026 4:12 PM | Mattye Gandel
    I was told early on, to save just the award, the invoice and the designation letter. I usually then keep that information for about 5 years. Interested in what others do.
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  • Tuesday, February 24, 2026 5:21 PM | Anonymous
    I retain files until the time has passed for confirmation or vacation of the Award.
    Link  •  Reply
  • Tuesday, February 24, 2026 6:05 PM | Steven R. Norris
    As an appraiser, I am required by the standards of my profession to retain all work files for 5 years.
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  • Tuesday, February 24, 2026 6:50 PM | David W Slaughter
    I keep a hard copy of the award to prod my memory of prior engagements, but dispose of all personal notes and electronic filings within 30-60 days after the award. In the areas of construction and commercial arbitrations, nothing beyond the actual award is necessary for the limited scope of any court review appropriate to motions for affirmation or vacation, and the parties will both/all have copies of the award.
    Link  •  Reply
  • Wednesday, February 25, 2026 9:34 AM | Pat Guinan
    I find it helpful to keep basic case information on a spreadsheet and the word version of some orders and awards as templates. But I think everything else should be destroyed after the case is final because those documents are not relevant to future cases. Also, the case filings are kept by the Association under the inactive cases tab and can be accessed from that database if needed.
    Link  •  Reply
  • Wednesday, February 25, 2026 1:47 PM | Ed Lozowicki
    My standard initial Scheduling Order provides that my case files will be disposed of in 90 days unless the parties otherwise agree.
    I retain a digital copy of the award and a conflicts database with disclosure info on the parties, counsel, witnesses, etc.
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