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Document management is one of the most critical parts of a legal practice’s operations. From a practical standpoint, establishing a system enables counselors and staff to locate client files and court documents quickly. Legally, it reduces the risk of losing or damaging records that can result in liability problems for the firm, especially when a loss negatively affects a case. Creating and following record management policies and procedures regarding the organization, retention and destruction of physical and electronic files reduces a firm’s liability and improves its short- and long-term productivity.

In everyday life, the public uses high-efficiency particulate arresting (HEPA) vacuums for their homes to reduce the number of allergens and irritants in the environment and improve the quality of air. In the document restoration world, professionals use them to clean documents damaged by water, mold, smoke, pollutants and other debris. At Polygon, the use of this advanced technology not only safely cleans damaged documents, it also helps remove some odors and prevents further damage.

As you reorganize your office’s filing system, the security of its electronic documents is just as important as the security of its hard copies. While electronic documents may be safer and simpler to find than those kept in file cabinets or employee desks, their security is only as good as the weakest protocol in your company’s document management policies and procedures. Secure document scanning is good step toward protecting data. By implementing additional security controls, your electronic documents will be less vulnerable to user errors and malicious acts.

A good disaster preparedness and recovery plan includes considerations from an organization’s security program. A security program is what keeps a company at desired security levels by assessing risks and hazards, and implementing ways to reduce or eliminate those risks. This program should include ways to protect physical documents before a disaster, as well as secure document restoration steps to implement after a disaster.