Legal Records Management: Preventing Privacy RisksPosted by West Lauridsen on May 27th, 2021 Law firms are known for their plethora of paperwork. They rely heavily on accessible, preserved, and secured legal records management and storage. Within these records lie private client information, sensitive financial documents, along with other confidential information that puts them in jeopardy of legal ramifications if their records are improperly managed and stored. The Issue Law firms require option of all of their records. To make sure their records are correctly managed they need legal records management that may secure and store their records while still keeping them readily available. Since lawyers frequently review old/closed cases, the company providing records management must provide them with quick and easy usage of both current and past records. To do this, they must scan and store files with a secure document management system along with safely store hard copies in an extremely organized and accessible way. Law firms would need copious amounts of on-site space for storage to create their very own document storage center. The price to purchase enough property for present and future records while maintaining a high level of security is tremendous, and not typically within a law firm's budget. Furthermore, since almost all information stored at an attorney is of a sensitive nature, an information leak could possibly be catastrophic for not only regulations firm but for the individual and any related legal case as well. Verdicts could be lost even from the easiest of data breaches. Ensuring Access Control Access control is the first rung on the ladder in protecting records while still providing ample legal records management. Lawyers should only provide authorized personnel with usage of their storage area plus the stored files. To establish these kind of sophisticated controls, most firms have to enlist the aid of professional legal records management. These businesses can use secure-access storage centers, video surveillance systems, along with other security technologies to ensure only authorized personnel can access the firm's records. The Solution Law firms have to hire a company that's an expert in the area of legal records management. They can assist an attorney with short- and long-term storage in addition to disposal. Since records cannot be discarded like regular household records, this service offers secure shredding and disposal services could be highly beneficial. When law firms are prepared to employ a system for legal records management that is efficient, cost-effective, and secure, they should follow these recommended guidelines: ? Identify all important documents and records. Keep records which are critical to day-to-day operations in-house and send non-vital records to an off-site storage location owned and operated by way of a company that's trusted in this field. ? Develop a destruction policy in collaboration with a management expert. Record Management System Ensure that all employees and workers follow this policy explicitly. ? Create a detailed deletion and discard schedule for staff. This ensures that unneeded or unwanted information is securely shredded and not exposed to theft risks. ? Join forces with an experienced and reputable service that provides management and understands the legal and privacy issues surrounding lawyers and their files. Protect your legal records by only hiring a reputable company that specializes in legal records management.Like it? Share it! |