Using AI to Improve File Opening and Closing

File opening and closing are not the most glamorous parts of legal practice. But they are where:

• conflicts checks live or die;
• AML and KYC obligations get met (or missed);
• matter data quality is set for the life of the file; and
• experience and learning either get captured — or lost forever.

AI can make these processes faster and more consistent, without turning them into an opaque black box. This article looks at how to use AI to improve file opening and closing in UK firms.

1. File opening: make data capture easier, not longer

Lawyers often experience file opening as:

• long forms;
• duplicative questions;
• unclear why certain data is needed.

AI can help by:

• turning unstructured intake information (emails, call notes, online forms) into draft structured data for the matter form;
• suggesting parties, roles, counterparties and basic descriptions from what you already know;
• spotting obvious gaps or inconsistencies (“you mentioned a guarantor in the email, but there’s no field completed here”).

A practical pattern is:

1. The fee‑earner captures initial instructions in whatever medium is natural (email, call notes).
2. AI proposes a pre‑populated matter opening form with:
   • client, opponent and third‑party names;
   • basic matter description;
   • potential jurisdictions and areas of law.
3. The lawyer reviews and corrects, rather than typing from scratch.

This reduces friction while improving the quality and consistency of opening data.

2. Conflicts checking: better inputs, not automated decisions

Conflicts checks remain a human responsibility. AI should not be asked to “decide” if a conflict exists. It can improve:

• the search terms you use (variants of names, related entities);
• the way you present potential matches to conflicts teams;
• the clarity of conflicts notes on the file.

Examples include:

• extracting entity names and relationships from engagement emails and documents;
• suggesting synonyms and alternative spellings for search;
• drafting a first‑pass conflicts narrative (“We propose to act for X against Y in relation to…”).

Conflicts and risk teams still make the call. AI just helps make sure they see the right information, in a consistent format, early.

3. KYC and onboarding: routing, reminders and clarity

For KYC and AML work, AI can:

• read incoming documents (IDs, corporate structures) and route them to appropriate checks;
• generate checklists tailored to the type of client (individual, SME, trust, overseas corporate);
• draft clear, plain‑English requests to clients for missing information.

Guardrails are essential:

• do not let AI mark checks as “complete” or “sufficient” — that remains for humans;
• ensure sensitive documents are processed only within approved systems;
• keep audit trails that show who made decisions and on what basis.

Used properly, AI can turn onboarding into a more structured process without adding yet more tick‑boxes.

4. Getting the matter “ready to work”

Once the file is open, AI can help with early housekeeping, for example:

• turning the initial exchange of emails into a first‑draft matter summary;
• proposing a simple chronology of key events to date;
• creating suggested tasks and deadlines based on instructions and key dates.

This is particularly valuable where files are passed between people or teams. A consistent “starter pack” makes it easier for others to pick up the work, especially in remote and hybrid settings.

5. File closing: more than just archiving

At closing, firms often rush to:

• send final bills;
• archive documents;
• move on to the next urgent file.

AI can help ensure you also capture value and meet obligations by:

• generating a closing summary from the matter chronology, key documents and outcomes;
• suggesting what should be returned to the client vs retained;
• helping complete closing checklists (for example, “have we addressed undertakings, ongoing obligations, data retention?”).

For contentious work, AI can help draft short “lessons learned” sections (for internal use), which later feed into knowledge and training.

6. Experience capture and cross‑selling insight

File closing is the best time to capture information for:

• experience statements and league tables;
• future tenders and panel pitches;
• cross‑selling and sector insight.

AI can assist by:

• extracting deal or case summaries in a standard format;
• tagging matters with industries, counterparty types and key issues;
• suggesting where the client might have related needs (“similar matters in this sector often involve…”).

Business development teams can then use these outputs as a starting point, rather than trying to reconstruct details months later.

7. Retention, deletion and client expectations

At both opening and closing, AI use must align with your data protection and retention policies. That means:

• making sure prompts and outputs are stored in the matter file, not personal tools;
• applying your normal retention schedule to AI‑assisted notes and summaries;
• being clear in engagement letters and privacy notices about how you handle client data, including AI processing.

For some clients or sectors, you may choose to document explicitly that certain high‑risk matters are AI‑restricted, even at opening and closing stages.

Where OrdoLux fits

OrdoLux is being designed so that file opening, live work and closing all happen in one place, with AI as a quiet helper:

• intake emails and notes can feed directly into matter opening forms;
• AI skills can help with conflicts narratives, onboarding communications and early summaries;
• closing summaries and experience notes can be generated from the same matter history used for live work;
• all of this is logged at matter level for supervision, audit and learning.

The aim is that file opening and closing stop being separate, painful rituals — and become natural stages in a well‑structured matter lifecycle that AI helps to manage.

This article is general information for practitioners — not legal advice, not AML/KYC guidance and not specific compliance advice for any particular firm.

Looking for legal case management software?

OrdoLux is legal case management software for UK solicitors, designed to make matter management, documents, time recording, onboarding/closing and AI assistance feel like one joined‑up system. Learn more on the OrdoLux website.

Further reading

• Building a Matter Chronology with AI: One Source of Truth, Not Ten Spreadsheets
• Retention and Deletion of AI Outputs on Matters
• AI Time Capture for Email and Documents: What ‘Good’ Actually Looks Like