Maintaining Privacy with Information Management
Legal professionals have a responsibility to protect information passing between them and their clients. In an increasingly privacy conscious marketplace, the information management practices of law firms are important to consider. Failure to adopt effective information management practices can put legal professionals at risk of breaching client confidentiality and compliance regulations.
While physical records are an indispensable reality of law firm information workflows, they present many challenges. In house archives require a high level of security and allocated floor space which is costly and inconvenient. Indexing can also be erratic, increasing the time staff spend locating documents. Digitising records not only provides a practical solution to paper-based management, it also offers multiple layers of safety precautions.
Keeping up with Compliance
Law firms may need to meet strict compliance regulations when it comes to client documents, general retention and destruction requirements. Companies must consider the implications of not complying with regulations such as those that fall under the Privacy Act 1988. Where it may have once been optional to discard client documents that had no primary purpose, failure to do so can now constitute a legal violation.
The practicality of infinite storage capacity in cloud-based systems has the potential to encourage the long term storage of records, preserving all archives without the use of valuable floor space. Without space restraints, information is more likely to be over-collected, redundantly duplicated, and poorly indexed – all of which can make it difficult to set up proper lifecycles for documents. Neglecting sentencing schedules for digital information also unnecessarily elevates liability in the event of a breach.
By setting up retention and sentencing schedules, Grace ensures destruction occurs when documents reach the end of their lifespan as required. We can help you maintain compliance by providing certificates of destruction.
Minimising risk and maximising efficiency
How you organise your law firm’s records impacts on the risk and efficiency of your information management. Law firms still relying heavily on paper-based information management are less capable of efficiently aggregating important data and providing that data in a format their clients can access.
For firms with well-connected online workflows, digitisation is not an automatic boon because it is often poorly optimised. Difficulty with digital workflows also prevents collaboration of documents across multiple devices. In addition, ethical standards and professional conduct prevents law firms from passing on the cost of storage and retrieval of documents to clients.
At Grace, we digitise your information to make it available in real time, providing immediate access across the business to the most up-to-date versions of documents in a fast, secure, cloud-based system. This increased efficiency provides a more streamlined document retrieval process, making your information management more efficient.
Grace Information Management Solutions
At Grace, we maintain your privacy and confidentiality, storing information in one of our secure storage facilities. We transport your records to and from your place of business in our fleet of company owned and tracked vehicles. This way we can guarantee the security of your records.
Our storage facilities are equipped to protect archives from fire and water damage, as well as theft. We have also invested heavily in digital security infrastructure and provide cloud-based digital storage solutions to ensure the right people have access to the right information.
Grace’s expert information specialists are aware of the evolving legislative environment and adapt to changes to ensure your firm meets compliance and maintains confidentiality. Our process of archiving and indexing records and our ability to integrate solutions into your existing systems also makes retrieval of information simple and easy.
Trust Grace for a full range of tailored information management solutions including real-time tracking, a secure chain of custody and, complete and customised cataloguing, indexing and sentencing.
|Download our report, Custody & Compliance, to learn more about the potential security risks your law firm may experience at the hands of poor information management.|
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