There are a number of factors to consider when a firm decides whether or not it should archive closed files or old documents generally. Previous issues concerning disk space are no longer really relevant in this day of multi-terabyte hard drives. The two main factors to consider are clutter and efficiency.
It can be distracting when the firm’s client list is cluttered up with closed matters that are no longer relevant. In Worldox, the best way to deal with this is to mark the closed matters “inactive.” This takes them off the main client list, but still leaves them readily available if necessary (simply by clicking on the “show all” or “inactive only” button). Doing this can be included as a step in the process of closing a file and only takes a few seconds (assuming you have rights).
Archiving closed files. Together with marking files inactive, you may also want to archive them to speed up text searches if you have a very large number of files (say, 2 million or more). Archived files are moved to a separate location, but are still searchable from the main repository. To fully realize any speed improvements in the indexes, you need to move the archive repository to location other than the main repository. You can then search the archives by selecting “Archive” in the list that pops up which you click on the “Search What?” button at the bottom of the search screen.
You can also improve the security of your archive files by changing the location to a UNC path only, so that end users with mapped drives cannot view them at all outside Worldox. (You can also do this for the main repository, but that’s a topic for a different day).
In short, for most smaller firms, simply marking a matter “inactive” is the quickest and most efficient way to clean up clutter. Other solutions are likely to be more time consuming and inefficient.