Do you know where all of your paper documents are located? Do you have security policies such as sign-in procedures at those facilities? Since cybersecurity is a huge focus, it’s easy to become lax about this area of information governance.
However, through my consulting experience, I’ve seen that in 20 percent of the instances when an attorney requests a box from a document storage facility, that box cannot be located. In an industry where access to the right information could make the difference in winning a matter, that’s an astounding statistic. A firm can get in big trouble if it can’t quickly produce all the documents demanded by a discovery motion.
In addition, matters often involve highly valuable and confidential information. For example, paper documents may include information on the intellectual property of a company. If paper schematics or drawings are in storage, it’s easy for someone to slip a folder into their briefcase and leave. Without a tracking process, how would you know?