Protecting Your Legal Documents: Why Digital Backups Are Essential

This article is to emphasize the importance of creating and maintaining digital backups of all your signed legal documents.

Think of it this way: your signed legal documents are valuable assets. They represent agreements, rights, and obligations that can significantly impact your life and business. Just like you wouldn't keep all your cash in one place, you shouldn't rely solely on physical copies of these crucial documents.

Here's why digital backups are so important:

  • Protection Against Loss or Damage: Physical documents are vulnerable to all sorts of risks:

    • Natural Disasters: Fire, floods, earthquakes, and other disasters can destroy paper copies in an instant.

    • Theft: Documents can be stolen during a burglary or from a vehicle.

    • Accidental Damage: Water damage, mold, pests, and even just careless handling can render documents illegible or unusable.

    • Misplacement: It's surprisingly easy to misplace important papers, especially over time.

    Digital backups safeguard your documents from these physical threats.

  • Easy Accessibility: Digital copies are easily accessible from anywhere with an internet connection (depending on where you store them).

    • Sharing a document with another professional (accountant, financial advisor, etc.) becomes simple and secure.

  • Enhanced Searchability: Trying to find a specific clause in a lengthy contract can be time-consuming with a physical copy. Digital documents can be easily searched for keywords, saving you valuable time and effort.

  • Preservation of Quality: Paper documents can degrade over time, especially if exposed to sunlight or humidity. Digital copies, properly stored, remain pristine and legible indefinitely.

How to Create Digital Backups:

Creating digital backups is straightforward:

  1. Scanning: Use a scanner or even a smartphone app (like Adobe Scan, Genius Scan, or CamScanner) to create digital images of your signed documents. Make sure the scans are clear and legible. You can also go to The UPS Store, Staples, or similar office-supply stores that have scan and email services.

  2. Naming Conventions: Use clear and consistent naming conventions for your files (e.g., "Contract with [Company Name] - Signed [Date]").

  3. Storage Options: Choose secure storage options:

    • Cloud Storage: Reputable cloud storage services like Google Drive, Dropbox, OneDrive, or iCloud offer secure storage with redundancy (meaning your files are stored on multiple servers). Be sure to use strong passwords and enable two-factor authentication for added security.

    • External Hard Drive: You can also store backups on an external hard drive. Keep the drive in a safe, secure location separate from your computer.

    • USB Drive: Consider saving it to a USB drive and keeping it in a secure location.

  4. Regular Backups: Make it a habit to regularly back up any new or updated legal documents.

  5. Consider Encryption: For highly sensitive documents, consider encrypting your backups for added security.