Many legal firms are overwhelmed by the sheer volume of documentation they handle. They are well aware that the security of their documents confidentiality is of the utmost importance in the context of a law practice, but there’s also the ever-increasing pressure to store records more and more economically. Storing documents on-site just isn’t cost-effective and that stack of boxes in your office isn’t going to take care of itself; your own space can be put to better use.
There are consequences to failing to formulate a comprehensive storage management policy for your office. It can even mean losing a case, especially if the court finds that documents were improperly destroyed or weren’t submitted in a timely manner. Here are some helpful tips to remember when creating or evaluating your records storage policy:
1. Consistently make use of matter-closing letters. Although they may not always seem necessary, you will have a concrete date that your relationship with the client ended, and you will be able to destroy documents after the appropriate amount of time has passed, without fear of guesswork.
Use this letter, as well as the initial contact letter, to inform your clients of your firm’s records policy and seek their consent.
2. Just because a file seems dead, doesn’t always mean it is. Oftentimes, principles of continuous representation state that statutes of limitation will go into effect if a client is a minor or incapacitated.
3. Remember, deleting a document from your computer isn’t like shredding a file. Data that hasn’t been overwritten can still be accessed with the right tools. This article outlines a couple of options for permanently deleting files from your hard drive. Be sure to take these steps to wipe computers clean before recycling or donating, whichever is your policy.
Records Storage Solutions for Attorneys and Law Firms
Storr can customize a records system to meet your individual needs. We can even help index your client records by client name, assigned attorney, final disposition date, or matter number or name. We are up to date on all security compliance and regulation issues. Our web-based tools make it easy to locate or request records, or to schedule pick-up or delivery. Your items will be secure until you no longer need them, at which point we will shred them on-site. Come check out our vault and incredible security measures (such as our hand vascular pattern recognition authentication) for yourself!
Note: This article is for information only is and is not a substitute for legal advice you can receive from an experienced attorney. We encourage you to seek the advice of a professional when developing or evaluating your records management policy.