In the Navigation pane, select the Records tab.

Double-click a client to display the list of workspaces within it. Alternatively, select the client and press the Enter key.

On the File menu, point to New, and select Matter. Alternatively, right-click anywhere in the List pane, and select New Matter. The New Matter dialog opens.

Update the following fields:

• ID: Enter a unique code to identify this matter.

• Name: Enter a name for this matter.

• Description: Enter a short description of this matter.

• Membership policy: Select the  icon and select the appropriate membership policy for this matter. For more information, refer to Membership policies. To create a custom policy that only applies to this matter, select the Assign Custom Membership Policy check box. This policy can't be seen or applied to any other matter in the system.
  To configure the custom policy, select Edit.

• Retention schedule: Select the  icon and select an available retention schedule for this matter.

• Permanent: To mark this matter as permanent, select this check box. Items added to this matter can't be destroyed as part of a destruction event.

• Practice area: Select the  icon and select the practice area for this matter.

• Office/Department: Select the  icon and select the location or group most responsible for the file parts contained in this matter.

• Responsible attorney: Select the  icon and select the user that has control for this matter. You can also type the user's name into the field, and press Ctrl+K to check that you have entered a valid user.

• Retention start date: Select the date to start the retention schedule.

• Open date: Select a date when this matter is opened. This date is used for calculating retention events.

• Close date: Select a date when this matter is closed. This date is used for calculating retention events.

• Vital record: If the matter contains file parts that require periodic review, select this check box. You need to specify a review cycle, which is effective from the Last Reviewed Date of the item.

  Select the  icon and select from the following:

  • Weekly: The items are reviewed every week.

  • Monthly: The items are reviewed every month.

  • Quarterly: The items are reviewed every calendar quarter.

  • Semi-Annually: The items are reviewed twice in a calendar year.

  • Annually: The items are reviewed once in a calendar year.

• Comments: Enter any notes or comments about this matter.

• Preventing the Addition of New File Parts: If the check box is selected, then a matter can have new children. To prevent the addition of new file parts to the matter, deselect the check box.

Select OK.