Issue link: https://epubs.iltanet.org/i/7694
www.iltanet.org The Business of Law 37 management success. While it may be hard to get everyone to agree to the policy components, it must be done, and done sooner rather than later. If there is an existing policy, it should be evaluated to see if it is still relevant in the ever- changing business landscape. • Retention Buckets: Records need to be retained for set periods of time (retention periods or categories) depending on applicable federal, state and industry laws, or business and client operational needs. It is easy to go overboard and create many such categories, usually with the result that they are rarely recognized and often misunderstood. Instead, record retention categories should be kept to a minimum, and it should be easy to store, retain and dispose of records. • Simple Procedures: A records management operational manual that looks like a phone book may not always work in practice. Records management procedures should be simple, easy to understand, straightforward to follow and be unambiguous in stating what attorneys are expected to do. • Technology: Technology should be used to help remove the "operator error" aspect of records management. Whether it is managing files or e-mail messages, there are a variety of tools in the marketplace that automate the sometimes arduous task of records management. Some of these tools are fairly inexpensive and can certainly pay off in the long run in terms of better record "findability" and operational efficiencies. • Training: Getting everyone at the firm trained on proper records management practices is not always easy. There are always meeting conflicts, pressing matters and important court dates to attend. However, senior members of the firm must make it unequivocally clear to all personnel that training is a must-do. • Compliance: At some point, firms must establish a precedence of adverse action when someone does violate the records management policy. Periodic compliance checks may be undertaken to determine how well the records management processes are being followed and adopted across the firm, and provide for suitable corrective actions. Establishing a records management program that is focused on the proper storage and retention of records helps firms ensure compliance with applicable record retention laws/regulations and that they are meeting client expectations. Effective records management simply makes good business, operational and financial sense. iLTa