How to protect your business from legal and other compliance risks
Law firms know that effective document and records management is central to the successful representation of their clients. Sending legal notices is also a tricky business, especially when handling large volumes of data from any physical or even electronic library. Following up with the relevant messengers is also tedious and prone to error. Without an eDiscovery solution in place, the costs associated with digital preservation or retrieving 'deleted' data from an unsophisticated backup electronic database system can be enormous.
Accessibility is, perhaps, the chief concern that law firms face when they consider their records management strategies, particularly as it pertains to electronic evidence. Conversely, security is another key issue, as almost all of the information they handle is of a sensitive nature.
Be prepared to assess a legal matter or compliance issue in a timely, cost-effective way, with minimal disruption to your business
When hundreds of thousands of documents live in boxes and file cabinets, it can be hard to know when some of those documents can (or must) be destroyed and when to ensure that others are secured through digital preservation means. Storage rules around electronic discovery and Electronically Stored Information (ESI) includes, but is not limited to electronic records such as, emails, documents, presentations, databases, voicemail, audio and video files, social media, and web sites.
During a litigation situation, after data is identified by the parties on both sides of a matter, relevant documents (including both electronic and hard-copy materials) are usually placed under a legal hold, one form of digital preservation – meaning they cannot be modified, deleted, erased or otherwise destroyed. This can be hard to enforce in any meaningful way without employing an electronic retention tool with a scheduling function that can ease the burden of knowing when to destroy files.
Its time to step up your protection against compliance and litigation risks with the use of web based retention tools
The following is an exploration of how Google Apps for Business can be integrated with other 3rd party applications to form an efficient legal electronic database management systems that serve to alleviate the inherent problems associated with legal storage of electronic records and productivity.
Retain and discover those all important emails
The email and chat archiving feature also includes the ability to set retention rules to control how long email messages and on-the-record chats are retained before they are removed from user mailboxes and deleted from Google system. Other features are, robust search, review and comment tools, scalability, legal hold automation, data deduplication, retention policies and chain of custody.
Keep your files in a safe place
Google Drive is designed for security and reliability with features such as encrypted connections to Google's servers, real-time file save, simultaneous replicated storage for your documents, built-in disaster recovery and fine-grained sharing controls that let you share your work with the right people.
Control your user access with AODocs
Why loose precious time and money on issues related to file accessibility and change logs. Let AODocs handle the job for you!
These e-discovery and digital preservation tools are built on the same modern, 100% web-based architecture as Google Apps for Business. Unlike traditional solutions, it does not require a complex and costly IT environment, and can be deployed in a matter of minutes. Fast, easy-to-use and cost-effective solution for managing information critical to your business, preserving important data. They can also reduce the costs of litigation, regulatory investigation and compliance actions.
Specifically for law firms, benefits can also include increased productivity. There is also improved client service delivery and better flexibility. Using cloud storage can allow the law firms to better serve the needs of their patrons which in turn helps them to grow and remain successful.
Only £3.30 per User/Month!
30 Day Proof-of-Concept Trial
To assess whether Google Apps for Business is right for your legal practice, why not take part in a no obligation 30 day proof-of-concept trial. Use Gmail, Google Calendar, Google Drive and Google Sites and more with no commitment or impact on your current IT services. This is a great way of finding out if the solutions offers the tools and features your users need before making any long term commitment.