Case and matter management software systems like Legal Files serve as the technology backbone for many legal departments, universities, government agencies and other organizations. They offer a centralized platform for storing and sharing documents, data and other critical information. These collaborative systems replace traditional methods like email inboxes, network/shared drives, local hard drives and handwritten notes. They facilitate streamlined coordination among staff, reinforce risk management and compliance capabilities and provide valuable metrics for monitoring and optimizing operations.
The importance of having your valuable case and matter data in a software system such as Legal Files can’t be overstated. In fact, the American Bar Association recommends that organizations establish plans for storing all files electronically and recovering data in the event of a disaster.
Today, cyberattacks are on the rise, server failures are a possibility and network problems can arise unexpectantly. While no one likes to think about losing important information and files, it’s crucial to be prepared for worst-case scenarios. A well-structured disaster recovery plan that encompasses routine network and server backups is indispensable for safeguarding your data and minimizing staff downtime.
Whether your organization’s matter management system is hosted internally or hosted with an external vendor or a service (such as Amazon Web Services, Microsoft Azure, Rackspace or others), you need to check to make sure that your IT department or your vendor has an emergency backup plan in place and regularly tests its backup recovery processes.
Here are some proactive steps you can take to help plan for and respond to a technology disaster:
- Conduct a business impact analysis to anticipate the consequences of a technology failure, ransomware attack or any other type of intrusion and develop recovery strategies and procedures.
- Create multiple backups to restore critical systems in case your files are destroyed or unrecoverable.
- If you are the target of a ransomware attack, promptly contact law enforcement, including the FBI’s Internet Crime Complaint Center.
- Provide ongoing training and education for your employees on how to identify and respond to suspicious emails and conduct phishing exercises to gauge their preparedness.
With a proper disaster recovery plan in place, you can protect your organization’s critical case and matter information, ensuring its security and availability to your staff.