By Julie Bays, OBA Management Assistance Program Director

Imagine that you are unexpectedly unavailable for several days or perhaps much longer. Would your staff or another lawyer know where to find the information needed to protect your clients and keep your practice operating?

In many law offices, essential information is scattered among emails, filing cabinets, software programs, contact lists and, yes, a few sticky notes. The lawyer may know where everything is, but that knowledge is not particularly helpful if the lawyer is the person who is unavailable.

One practical solution is to create an Emergency Information File. Think of it as the firm’s “start here” guide. It does not need to contain every detail about the practice. Instead, it should tell a trusted person what systems exist, where vital information is maintained and whom to contact for help.

Your Emergency Information File might include:

• Bank and trust account contacts.
• Malpractice insurance information and policy numbers.
• Staff and contractor contact information.
• Key technology vendors and support contacts.
• Landlord, utility company and building access information.
• Instructions for locating calendars, client files and court deadlines.
• Payroll, billing and accounting system information.
• Cloud storage and software subscription information.
• Disaster recovery and business continuity procedures.
• Succession or assisting-attorney information.
• Instructions for obtaining emergency access to the firm’s password manager.

Be thoughtful about what you place in the file. It should not become a convenient collection of bank account numbers, passwords and other sensitive information. In most cases, it is better to identify the institution or system and explain the secure process for obtaining authorized access. A family member may need to know where the file is located, but that does not necessarily mean the family member should have access to confidential client or financial information.

Store the file securely, and make sure at least one trusted, authorized person knows it exists and understands the process for accessing it if necessary. Review it annually and whenever the firm changes banks, insurance carriers, technology systems, staff or office locations.

If you would like a head start, the OBA Management Assistance Program has a Succession Planning Guide with sample forms, including a List of Contacts form that covers these items. Law firms may contact me for a copy.

Creating this file may not feel urgent today. However, natural disasters, medical emergencies, technology failures, and other unexpected events have a way of arriving without notice. You may not complete the entire file in 30 minutes, but you can certainly begin one. If an emergency occurs, the people trying to protect your clients and keep your practice operating should not have to begin by searching through your desk, email and filing cabinets.