If you are like most law firms, you have a room dedicated to boxes and boxes of case files and in many instances, off-site document storage, where recurring monthly fees cut into your firm’s profits. These files are the backbone of your law firm’s intelligence and livelihood. So, why are you leaving a critical aspect of your businesses at risk and reducing your profits?
Below are three reasons why you should make your law firm’s case files electric—and ditch the law firm file room and off-site storage.
- Your client’s information is not secure.
Access to sensitive legal documents and client information is difficult to manage with confidence when working with paper files. With compliance standards evolving at a rapid pace for all industries, including law firms, ensuring access to documents and files is secure and tracked is escalating in importance for your business and your clients. When case files are only manually maintained—and shipped off-site for storage—confidentiality can never truly be guaranteed.
- Paper files are not backed up for disaster recovery.
When disaster strikes your business (or your off-site document storage facility) without warning, you will not have time to rescue those boxes of paper files from fire, flood, tornado or even a leaky roof or burst water pipe. Duplicate copies in multiple file cabinets simply will not protect you from losing business critical data. Paper files put your law firm at risk of being unarmed with client files, evidence and data needed to win your case.
- Information is not accessible outside of your office.
Your legal case is moving at the speed of modern, mobile business and you must ensure that you are armed with evidence in your law office, at your client’s office or—most importantly—in the courtroom at all times. Paper files are not accessible anywhere other than in the legal file room. Digital files can be accessed and managed from anywhere, at anytime, securely.
- Off-site storage fees & real estate for filing cabinets is eroding your profits.
Last, but not least, you are operating a business for profit. Recurring monthly fees for off-site storage add up quickly, as does the cost per square foot on the lease for your law office. Digitizing files is less expensive and will help boost your bottom line for the long-term.
Many cost-effective document management software tools exist today that allow you to scan old case files, store, retrieve, manage and share those documents electronically, from anywhere at anytime. This allows you to secure your law firm’s client data, ensure case files are backed up for disaster recovery and you have the information available to win your case—anytime, anywhere.
Don’t wait! Learn about electronic document management of case files, ditch your legal file room AND off-site document storage.
Jason Stringer, Account Sales Representative, IT Services
Jason champions productivity and efficiency through integrating hardware and software solutions into workflows helping customers solve business challenges. Studying Business Administration, Jason attended Calhoun Community College. He is based out of the Huntsville, Alabama office.
Booths are being planned, collateral developed and promotional items ordered. Tradeshow season is upon us and many vendors are brainstorming strategies to capture the attention of event attendees, get recognition and drive engagement with their brand. As flash drives, ink pens and Frisbees are flying around the tradeshow floor, it can be difficult to stand out with promotional items. The bigger the tradeshow, the more difficult this can be for exhibitors.
One strategy to earn visibility and brand impressions is to root your brand into the tradeshow or event fundamentals by requesting sponsorship of key promotional items that will be attached to every event attendee.
Below are two key items to consider sponsoring:
- Tote Bags
Lots of exhibitors typically leads to lots of materials to tote around the showroom floor. Most events provide an event-sponsored tote bag for the convenience of attendees to collect collateral, promotional items and other information. It’s common to see these bags being carried at events and then being used to carry materials back home. Bag options range from various plastics to various cloth materials to meet every budget and allow for many printing options, including full color graphics.
Admission to networking, nametags and tickets are frequently displayed via lanyards that hang from the neck of every tradeshow attendee. These items typically have fabric that can be imprinted with a logo as well as a plastic vessel to hold nametags, that can also be imprinted.
Those are two ways to attach your brand to tradeshow attendees to ensure you are getting the most brand impression for your sponsorship dollars. Let us help you select promotional items and other needs to support your brand’s tradeshow presence.
Scott McCormick, Printing Division Sales Manager
Scott manages the print sales team and provides valuable service to our clients requiring outsourced printing and promotional items. He joined RJ Young in 2012 and has been in the industry for 16 yrs. Scott is originally from Fairview, TN and works out of our Nashville, TN office. In his spare time, he volunteers for multiple charitable organizations in the Nashville area.
What is phishing?
Phishing is a common type of email scam designed to trick you into disclosing your personal or financial information for the purpose of financial fraud or identity theft.
Most recently numerous organizations have been victimized by a form of business email compromise. The individual in your organization who typically handles tax information (W2s) for your employees will receive an email from a cyber criminal impersonating the CEO or other executive level employee. The email appears to be from the CEO, and states the following1:
Subject: SALARY REVIEW
Kindly send me the 2015 W-2 (PDF) of our company staff for a quick review
Numerous employees have followed instruction and replied by sending PDF containing sensitive employee information, including names, dates of birth and Social Security numbers. Thinking information was being sent to the company CEO, it was instead sent to the cyber criminal for identity theft. Even if employee information is not listed on your corporate website, cyber criminals are finding information from social media platforms—such as LinkedIn—to spoof email addresses.
Educate your employees against the dangers of phishing emails and cyber crimes because once your information has been compromised, it’s virtually impossible to retrieve.
1 Source: Scott Augenbaum, Special Agent, Federal Bureau of Investigation, Email Notification 3/10/16
James Walker, Regional Director of Managed IT Services
James oversees the Chattanooga, Nashville and Huntsville markets of our managed IT Services department. In his role he manages service delivery and support of engineers in all regions, does security and compliance auditing, and works with businesses in network design, implementation and troubleshooting. He has been in the technology industry for over 24 years. James is originally from Boston, MA and works out of our Chattanooga office. He joined RJ Young in January 2013 through the acquisition of his previous company, Preferred Computers, Inc.