Once the decision is made that you no longer need active and ongoing access to your Everlaw project and its documents, there are a few options for what to do next:
Delete all documents and data
When to consider: There is no chance you'll need future access to documents or review data.
The default option upon case closing is to simply destroy all data from our cloud-based servers. This ensures all sensitive client data is expunged from the platform.
Even if you choose an exporting or archival option discussed below, case data will be fully deleted once those actions are complete.
Suspend the case on Everlaw
When to consider: If there is any chance you may need to reopen, or otherwise access, your project with all materials in place.
This option involves archiving your project on the Everlaw platform in a suspended state, and thereby keeping all documents, review data, and user analytics in place and accessible should the need arise to reopen the project. Given that this requires continuously storing all case data in the cloud, there are associated charges. Please review your contract or reach out to our Customer Success team to better understand suspension costs.
The advantage to this method is immediate and complete access to your archived project, when needed. Turning the case back to active status is easy and takes just a few minutes, with no data lost in the process and no need to export any data.
Everlaw managed export for self (or third-party) storage
When to consider: If you want to retain documents and review data and have a storage solution external to Everlaw available. Note that user analytics are not included in review data.
Everlaw can also provide a complete and managed export of all case data for storage by the user. This managed export incurs a one-time fee equivalent to the amount charged for the final full month of storage, plus shipping and handling in the even physical media is requested.
Should you wish to reupload this data to Everlaw a future date, you will need to create a new case. Re-uploaded data will not retain any document audit trails, case histories, or analytics.
This provides a full set of documents and review data that can be reused as needed without an ongoing outlay for storage, but you must make your own reliable storage arrangements.
User managed export for self-storage
When to consider: If you would like an export of case data and do not need Everlaw to manage that process on your behalf.
You can manage your own data export without incurring any financial charge using the built in exporting tools on the Everlaw platform.
Data can be exported and downloaded into any formats that can be exported from Everlaw, listed here. Specifically, you can conduct a full project export which includes load files and review work. You can read more in this help article.
Need help deciding which option is right for you? Please reach out to firstname.lastname@example.org to discuss these options in more detail.