How do you organize your legal documents?

You generate many legal documents through the course of running your business. These documents need to be retained and maintained by the office. It is important to make sure that should these documents be needed that they can be found easily. What is your current method of filing? Do you have documents in designated folders? Or do you just “put things away” and find them as needed? It is important to consider the options available when organizing your legal documents. Let’s begin by looking at the type of legal documents your office could have.

Legal Documents

Legal Documents

Documents generated could include:

  • Company Bylaws related to Corporations
  • Operating Agreements for LLCs
  • Business Plans
  • Privacy Agreements
  • Non-disclosure Agreements
  • Employment Agreements
  • Minutes of Meetings
  • Memorandum of Understanding
  • Terms of Use for Websites

Storage/Filing

Documents can either be in paper form, electronic or both. This offers options for storage. In either form, these documents need to be kept in a secure place.

Paper Documents

Important point to consider when storing paper documents:

  • Documents should be in a secured area that is locked.
  • Documents should be in an environment that is dry, and the documents should be dry when being put away.
  • Documents should be elevated off the floor to keep them away from moisture.
  • Important documents should remain easily accessible

Documents can be stored on-site or offsite with another provider.

Electronic Documents

Electronic documents can be stored in the cloud. This means that while the documents are stored on servers off-site, there is still access to them from the appropriate computers. They could be found by accessing a specially designated folder on computers or other devices. Additionally, these documents require the same safeguards as the paper documents, meaning they need to remain secure. Cloud storage offers this ability.

Retrieval

The best way to retrieve the documents is to have a system for filing. This filing system can pertain to paper and electronic documents. Business critical documents should have their own space. Documents that are client-facing (documents that clients need to fill out) should also have their own place. This will ensure that clients are not exposed to private company documents.

Documents that are stored and filed correctly will give piece of mind to the business owners, and will be readily available when needed.

Do you have questions about document security? Gain the peace of mind you need to stay focused on serving your clients. Contact our team of IT experts at sales@clearpathIT.com or (309) 263-5600.

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