# Getting Your Data Out of MyCase: What Every Attorney Should Know

By Robert Traversi, Built Smart by Rob

## The Short Answer

If you’re considering a move, here’s the good news: MyCase doesn’t charge an exit fee to get your data. You can export your client and case records yourself at any time, for free, directly from the app. However, there is one significant limitation that every firm should plan for before making the switch.

## What You Can Export (Self-Service, Free)

MyCase includes a built-in export tool under Settings → Import/Export. You can download a full backup at any time. All exports come as CSV files (Excel-compatible), which can be imported into most other practice management systems or a custom portal. This backup includes:

*   Client and contact records
    
*   Case and matter information
    
*   Appointments and calendar events
    
*   Tasks and messages
    
*   Time entries and unbilled expenses
    
*   Accounts receivable balances
    
*   Invoice records (summary data)
    

## The One Catch: Documents Must Be Downloaded Manually

This is the part no one tells you upfront: your case documents aren't part of that bulk backup. Pleadings, contracts, and correspondence—anything stored inside MyCase—must be downloaded manually, folder by folder. For a small caseload, this is manageable. For a firm with years of files, the real cost of switching isn't a fee; it's staff time.

**Pro Tip:** Before canceling your subscription, budget realistic time for a staff member to systematically organize and download all documents by matter.

## At a Glance: The Logistics of Leaving

*   **Exit Fees:** None.
    
*   **Self-Service:** Yes, via Settings → Import/Export.
    
*   **Support Needed:** No, though they offer assistance if you want it.
    
*   **Documents Included:** No, manual download is required.
    
*   **Format:** CSV (Excel-compatible).
    
*   **Frequency:** One full backup per day.
    

  

## A Smarter Way to Switch

1.  **Don’t try to migrate everything at once.** Move active matters into your new system and keep closed matters in a local archive or read-only mode. You don’t need every old file accessible day-to-day.
    
2.  **Start new matters in the new system immediately.** From your go-live date, all new work happens in the new portal. This stops the "backlog" from growing.
    
3.  **Migrate active matters gradually.** Instead of a stressful "migration weekend," have staff move documents and details over as they work on those specific files.
    
4.  **Know your case count.** The effort scales with your open matters and document volume. Get those numbers first to decide what’s worth migrating vs. starting fresh.
    

## Bottom Line

MyCase isn’t holding your data hostage. The tools are there, they are free, and the process is straightforward. Just be sure to plan for your documents, and your transition will go smoothly.

If you have questions about migrating to a custom portal or want help planning your next move, let's talk.

  

**Robert Traversi — Built Smart by Rob**

Custom portals and workflow automation for law firms.

rob@builtsmartbyrob.com