Does it make sense for law firms to digitize everything in offsite storage? What is the safest and most efficient way to “cull” a few decades’ worth of physical records you no longer need? Here are some tips.
In “Confronting the Albatross: Reducing the Costs and Risks of Physical Records Retention for a Post-Pandemic World,” Darrell Mervau explores strategies for dealing with the backlog of aging paper records that continues to haunt most law firms.
Are your retention schedules currently tracked in an Excel spreadsheet? When retention periods expire, are you relying on designated individuals to manually compile and print lists of records that are due for disposition, identify and notify the appropriate stakeholders, and follow up with reviewers to aggregate their feedback prior to finally placing the order to destroy records that have been approved for destruction?
Failure to implement effective information governance exposes firms to security, litigation and compliance risks, not to mention the reputational risks associated with data breaches or other violations of regulatory rules.
Now, with more employees than ever working remotely, firms are also contending with new questions: Is it OK for employees to print client matter documents at home? And perhaps more urgently, are employees and clients using Microsoft Teams to collaborate in compliance with firm and client policies?
With so many people working from home due to the global health crisis, IT, security and information governance teams are reevaluating ways to ensure that employees (and contractors) are following best practices in information handling. Many organizations have updated their information governance policies and delivered additional training to remote staff, and are implementing new systems to support more digital ways of working while enhancing security.
FileTrail, the leader in next-generation information governance and records management software for law firms and highly regulated industries, announces its latest software release, FileTrail GPS 5.0. The newest updates to FileTrail GPS (Governance Policy Suite) are designed to address the IG challenges of remote working, disposition related to critical needs around cost-cutting and eliminating paper and policy management tied to increasingly stringent client and regulatory compliance requirements.
FileTrail’s new headquarters is in the up-and-coming area of East Austin, where the company is leasing a space twice the size of its previous office in San Jose, California, FileTrail’s home for its first 20 years in business. The new space better accommodates the company’s growing staff, already nearly double what it was a year ago, and is suited for anticipated additional expansion in the coming months and years.
We recently conducted a brief informal survey of law firms of various sizes in the US and UK regarding the remote working challenges they are facing — and the implications for information governance.
FileTrail has partnered with Jon Roscow to build awareness for its information governance and records management solution in the UK and EMEA, as part of our continued growth. We asked Jon to share his views on how UK law firms can benefit from FileTrail.