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Mark Bassingthwaighte, Risk Manager
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Updated on January 26, 2023 | Posted on June 17, 2020
I suspect more than a few law firms, particularly in the solo/small firm space, have yet to take the necessary time to draft and write up a well-thought-out Electronic Document Retention and Destruction policy. It really is an easy task to overlook, if for no other reason than the low cost of digital storage space that makes it so easy to view that automatic backup process as the de facto plan by default. However, a de facto plan of “keeping everything forever” has consequences. Here are just a few that immediately come to mind:
In contrast to the paper world, it’s too easy to copy, forward, and download e-documents, which makes document control ever harder as e-document storage grows in size. Lawyers are to prevent unauthorized access to information relating to the representation of a client, which means the more digital data you keep, the more you stand to lose should a cyber breach ever occur. Potential conflict problems can arise as a result of maintaining and thus having access to confidential information on all past clients. And finally, as the sheer volume of any long-term digital storage space continues to grow over the years, finding and retrieving specific e-documents becomes ever more cumbersome.
If you count yourself a member of the group that could benefit from moving away from a de facto keep everything plan, I offer the following considerations as part of the process of drafting an electronic document retention policy. You will need to:
Since 1998, Mark Bassingthwaighte, Esq. has been a Risk Manager with ALPS, an attorney’s professional liability insurance carrier. In his tenure with the company, Mr. Bassingthwaighte has conducted over 1200 law firm risk management assessment visits, presented over 600 continuing legal education seminars throughout the United States, and written extensively on risk management, ethics, and technology. Mr. Bassingthwaighte is a member of the State Bar of Montana as well as the American Bar Association where he currently sits on the ABA Center for Professional Responsibility’s Conference Planning Committee. He received his J.D. from Drake University Law School.
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