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What to do with inactive client files? Members of APG have discussed this disposal issue numerous times in articles and on their Members-Only Mailing List. Several suggestions have been made. One is to contact those clients about forwarding their own files to them. If the client cannot be reached, or does not want them, you could shred these old files after a length of time has passed, say after five or ten years. How much paperwork you can store in your office is one of the deciding factors. | What to do with inactive client files? Members of APG have discussed this disposal issue numerous times in articles and on their Members-Only Mailing List. Several suggestions have been made. One is to contact those clients about forwarding their own files to them. If the client cannot be reached, or does not want them, you could shred these old files after a length of time has passed, say after five or ten years. How much paperwork you can store in your office is one of the deciding factors. | ||
Many of those files will have research of value to present and future genealogists. A professional herself, or an heir, may want to donate client files to an appropriate society or repository. Having client authorization for such an event is an obvious step. Such instances have occurred, leaving the recipient organization to process the collection coming from an heir or as a bequest. The material might go into limbo if not carefully organized ahead of time. Therefore, it is very important that you routinely cull sensitive information from them once they are deemed inactive. You need to make decisions on removing personal correspondence and financial transactions with the client, and perhaps re-naming the files to indicate the family being studied, rather than reference to a client’s name. The | Many of those files will have research of value to present and future genealogists. A professional herself, or an heir, may want to donate client files to an appropriate society or repository. Having client authorization for such an event is an obvious step. Such instances have occurred, leaving the recipient organization to process the collection coming from an heir or as a bequest. The material might go into limbo if not carefully organized ahead of time. Therefore, it is very important that you routinely cull sensitive information from them once they are deemed inactive. You need to make decisions on removing personal correspondence and financial transactions with the client, and perhaps re-naming the files to indicate the family being studied, rather than reference to a client’s name. The FamilySearch Library in Salt Lake City is one that accepts private research papers, but again, contacting them in advance makes you aware of any preparatory requirements. | ||
Estate planning is the ultimate method for disposal of all assets after death. In fact, we recommend that you make a codicil or memo attachment to your basic will, with the details of your wishes in regard to your family history and/or business items (this is equally valid for personal articles and family heirlooms). However, the same suggestions as above apply, when giving instructions in your will—about obtaining advance assent from potential donees, and the sorting/culling of your files. Your executor(s) and your family should be aware of your wishes. You could even appoint a specific person, separately, to handle the genealogy material, with their permission of course. They should know where to find the items you mention and how to identify them. | Estate planning is the ultimate method for disposal of all assets after death. In fact, we recommend that you make a codicil or memo attachment to your basic will, with the details of your wishes in regard to your family history and/or business items (this is equally valid for personal articles and family heirlooms). However, the same suggestions as above apply, when giving instructions in your will—about obtaining advance assent from potential donees, and the sorting/culling of your files. Your executor(s) and your family should be aware of your wishes. You could even appoint a specific person, separately, to handle the genealogy material, with their permission of course. They should know where to find the items you mention and how to identify them. | ||
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