Business Interruption Preparedness
Law firms, like other businesses, face the risk of a serious and unpredictable business disruption caused by an “act of God,” such as a fire, prolonged power outage, water or wind damage, etc.. However, measures can be taken to improve your firm’s chances of successfully weathering a natural--or man-made--disaster that interrupts your firm’s affairs.
Back Up Critical Lists Off Site
During a business disruption, it’s imperative to minimize communication difficulties with and among your staff and clients. Experts strongly suggest that you maintain copies of current phone and e-mail lists in an easily accessible location away from your office. Consider utilizing a service that provides off-site backup to your computer hard drive or server(s). Or, use a personal data assistant (PDA) or even a duplicate Rolodex. The medium isn’t important so long as it provides a reliable way to reach your clients, employees and important contacts quickly in an emergency. Also, consider keeping a current record of additional contact information for each individual member of your firm. Having a record of the address and phone number of an employee’s relative or friend may help you connect in a crisis.
Remember that key operating documents are also essential during a business disruption. Add backup copies of your bank account data, insurance policies, lease and tax returns to your off-premises records. Or, if you have an automatic backup system for your computer hard drive/server, have electronic copies of these documents uploaded or saved to your computer and then backed up as an added measure of security.
Current Work Product and Case Records
Reconstructing case and business records that have been destroyed (or will likely be inaccessible for a prolonged period) may prove to be very difficult, if not impossible. That’s why it’s critical to establish a method that systematically backs up and safely stores your firm’s electronic files off site.
Review and Update Your Plan
Designing and implementing a business interruption plan is a great starting point in protecting your law firm’s business. However, your plans shouldn’t end there. You should be vigilant to update your business disruption plan as your firm’s situation changes. Remember to factor in any changes to or restructured elements of your practice to the business interruption plan. Also, taking relatively simple and inexpensive measures can sometimes go a long way. In the Internet age that we live in, for instance, consider beefing up anti-virus software, backup capabilities and other tools to protect your firm’s data and systems.
Advance preparation can help minimize the potential losses in time, revenue and your ability to continue serving your clients. Our professionals are well versed in creating and reviewing business interruption practices. Contact us today.
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Tom
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