"Putting together a disaster recovery plan, is your firm prepared?"

by Mark C. Elliott, Director of Administration
Fuller & Henry Ltd

     Disaster can happen anywhere, anytime. There is no way to know for sure if your law firm will be spared a disaster whether due to fire, flood, explosion, power loss, environmental catastrophe, human error, or deliberate sabotage. Having a disaster plan in place, though, can go a long way to assist you in the recovery of services, records and communications. It can also help prevent the loss of business and minimize the possibility of having to close down altogether. Indeed, more than half of the companies involved in disasters never re-open their doors.

     Begin the process of establishing a workable, up-to-date disaster recovery plan by appointing a committee to make the necessary policy decisions. After a disaster has occurred, the committee will serve as the recovery team. The committee will determine when the plan will be completed, what the responsibilities of each staff member will be in case of disaster, and will make recommendations for any changes in normal operating procedures that may affect the disaster recovery plan. The committee should consist of key people from administration and office services, information services, records, library and any others who can contribute to the welfare of the firm. The committee is responsible for reviewing the plan at least once a year.

• The disaster recovery plan should describe the activities of individuals who implement the plan after a disaster has occurred. When precise directions for each task are written down beforehand, there is less confusion after the disaster and the firm has a greater opportunity to resume business quickly.
• The plan should list the responsible individuals who must carry it out and the names of their backups.
• Certain key elements should be included in most disaster recovery plans: current phone lists, a notification system for staff, floor plans, and a designated temporary control center to conduct operations until business is returned to normal.
• The plan should include training in first aid and CPR for attorneys and staff.
• Have a current list of all clients' names, addresses, and phone numbers stored off-site with the rest of the disaster recovery plan. Contact clients within 48 hours and let them know that it is business as usual and that key deadlines such as court dates will not be missed.