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, and other confidential information that puts them in jeopardy of legal ramifications if their records are improperly managed and stored.
Law firms require accessibility to all of their records. To ensure their legal records are correctly managed they need a Montgomery legal records management company that can secure and store their records while still keeping them readily available. Since lawyers frequently review old/closed cases, the records management service must provide them with quick and easy access to both current and past records. To do this, they must scan and store files with a secure document management system as well as safely store hard copies in a highly organized and accessible way.
Law firms would need copious amounts of on-site storage space to create their own document storage center. The cost to purchase enough real estate 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 a law firm is of a sensitive nature, an information leak could be catastrophic for not only the law firm but for the individual and any related legal case as well. Verdicts can be lost even from the simplest of data breaches.
Access control is the first step in protecting legal records while still providing ample legal records management. Law firms should only provide authorized personnel with access to their storage area as well as the stored files. To establish these types of sophisticated controls, most law firms need to enlist the help of a professional Montgomery legal records management company. These companies can use secure-access storage centers, video surveillance systems, and other security technologies to ensure only authorized personnel can access the law firm’s records.
Law firms need to hire a Montgomery legal records management company that specializes in all aspects of legal records moving, storage, and management. These hybrid legal records movers/managers can assist a law firm with short- and long-term legal records storage as well as disposal. Since legal records cannot be discarded like regular household records, a legal records management firm that offers secure shredding and disposal services can be highly beneficial.
When law firms are ready to employ a legal records management system that is efficient, cost-effective, and secure, they should follow these recommended best practices for legal records storage:
- Identify all important legal documents and records. Keep records that are critical to day-to-day operations in-house and send non-vital records to an off-site storage location owned and operated by a trusted Montgomery legal records management company.
- Create a destruction policy in collaboration with a records manager. Ensure that all employees and records management staff members follow this policy explicitly.
- Develop a detailed deletion and discard schedule for records management staff and in-house employees. This ensures that unneeded or unwanted information is securely shredded and not exposed to theft risks.
- Join forces with an experienced and reputable legal records management service that understands the legal and privacy issues surrounding law firms and their files.
Start your search for the best Montgomery legal records management company by visiting www.AdmiralRecordsManagement.com or by calling 877.816.3454.