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Question

Close v. Archive v. Destroy

  • June 22, 2026
  • 1 reply
  • 14 views
M

HI there, 

 

I’ve been reviewing the page about how to close files. 

https://support.smokeball.com/hc/en-us/articles/5887459057687-Close-and-archive-a-matter

I just want to make sure I understand the difference between closing a file and archiving a file.

When you close a file the closed date is the date you close it? 

“Archive” is selected if physical files are off-site and you need to enter a box number or the like?  Within archive you can select a “destroy date” which would be the date any physical file at said off-site location is destroyed.  But if, let’s say, you are entirely digital then “archive” has no purpose?

The default destroy (for the physical file only) date is 7 years out from the archive date?

Matters in smokeball can never be destroyed no matter what.  (really?)

 

Thanks!

 

 

 

      1 reply

      Sam King
      Smokeball Team
      • Sam KingSmokeball Team
      • Smokeball Team
      • June 22, 2026

      ​@Monica K. - answering your questions below as best I can:

      When you close a file the closed date is the date you close it? 

      Yes, but the date is editable. When changing the Matter Status to Closed, today’s date will be automatically added to the Matter Closed Date field in Matter info. This date is editable however if you, for example, actually closed the file days or weeks earlier and are simply updating the Matter Status today to reflect a past action.

       

      “Archive” is selected if physical files are off-site and you need to enter a box number or the like?  Within archive you can select a “destroy date” which would be the date any physical file at said off-site location is destroyed.  But if, let’s say, you are entirely digital then “archive” has no purpose?

      Yes - the Archive-related fields in Matter info are meant to capture physical storage of files. If you have a digital archiving system, you can re-purpose the fields however you want, it should be flexible enough to accommodate such a scenario (ex. Archive Location is instead a URL or folder path in SharePoint or Dropbox for the stored documents and Destroy Date is when you delete them digitally as opposed to physically).The fields were initially meant to cater for storage of physical files but can be used however you want, as long as everyone at the firm is onboard/aligned with implementation and usage.

       

      The default destroy (for the physical file only) date is 7 years out from the archive date?

      Yes - this is simply a default calculation that adds 7 years to the Archived Date. This is editable and can be changed at any time.

       

      Matters in smokeball can never be destroyed no matter what.  (really?)

      For the most part, yes. Most actions you take in Smokeball are soft-deleted only. This is mainly for reversibility reasons in case delete actions are performed by accident (or even maliciously). For example, changing the Matter Status to Deleted only allots it a new Matter Status, and allows for additional visibility filtering to show/hide it from your lists. To permanently delete data in Smokeball, our Support team needs to get involved. We understand that there are sometimes court orders that require permanent deletion of data, and we can of course comply with those when necessary.

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