P2P

I L T A W H I T E P A P E R | I N F O R M A T I O N G O V E R N A N C E 77 Firms should look to leverage their current off-site records storage provider's scan-on-demand offering to mitigate the risk of physical records movement in a remote environment. This is a topic rarely negotiated into storage agreements that may require efforts to secure favorable rates but most certainly should form a negotiation point in all future agreements. Other scan-on-demand considerations include determining workflow as the ability to order digital files will be limited to those with access rights to traditional records retrieval from off-site storage. Assuming access will continue to be limited to records personnel, how PDF's are to be shared with requestors requires guidelines, such as profiling within the firm's document management system where it can be effectively governed and to avoid sensitive information making it into the wrong hands by way of an errant email. It's also important to verify where the storage provider houses this data, for how long, whether deleted files can be recovered, and your firm's ability to customize retention that coincides with policy. Digitize, Digitize, Digitize Transitioning to an electronic-first mindset as it relates to the declaration of records is the cornerstone of an effective information governance policy. Now, back-file and day- forward scanning strategies can help while also supporting work- from-home users. Back-file scanning (or back-file conversion) is the process of digitizing legacy client and firm documents and transferring them to the firm's document management system for digital storage and improved access. The benefits of a back-file conversion, particularly in the new operational model, are innumerable. A back-file conversion allows authorized users instant access to documents from anywhere, including mobile devices. The information security and governance benefits of a back-file conversion are also a key reason for firms to consider this option. While the cost of back-file conversions can be very high, the long-term benefits of eliminating physical document storage can quickly offset the upfront cost. Outside of the obvious physical storage, consider savings associated with retrieval, transportation, and ever-increasing permanent withdrawal fees, in addition to improvements in soft costs achieved through increased productivity. Given the steep initial investment, one strategy of some firms is to limit back-file scanning to material housed on-site, treated as project work to be completed as time permits. Day-forward scanning targets current, active files and any documents arriving into the firm from a set point forward. Approaching scanning from a day-forward perspective is much less daunting than a full back-file conversion and allows firms to quickly realize the value and benefits that digitized records offers without weeks, if not months, of internal planning and review. Day-forward scanning can be accomplished by leveraging on-site copy centers in larger firms, many of which are now underutilized, which may be the case in the "new normal" given a larger contingent of attorneys opting to work remotely, at least for part of the week. Storage providers also offer day-forward scanning options, whereby paper records are not formally ingested into their physical storage system and are instead imaged as project work. It is a larger up-front expense "Transitioning to an electronic-first mindset as it relates to the declaration of records is the cornerstone of an effective information governance policy."

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