Course Details

Electronic Records Management in Law Firms Training Course: Streamline Operations & Mitigate Risk

INTRODUCTION 

In today's digital age, law firms and beyond are handling an ever-increasing volume of electronic records. Effective Electronic Records Management (ERM) is no longer optional; it's crucial for efficiency, compliance with legal frameworks, client confidentiality, and mitigating potential risks. This comprehensive Electronic Records Management in Law Firms Training Course equips legal professionals with the knowledge and skills to implement and manage robust ERM systems, ensuring smoother operations, enhanced security, and adherence to best practices. Learn how to navigate the digital landscape and optimize your firm's record-keeping for long-term success.

DURATION

5 days

TARGET AUDIENCE

This course is designed for professionals within law firms who are responsible for managing, handling, or overseeing electronic records. This includes:

• Lawyers/Advocates: Partners, Associates, Legal Counsel
• Paralegals and Legal Assistants:
• Office Managers and Administrators:
• IT Professionals working within law firms
• Records Managers

COURSE OBJECTIVES

Upon completion of this training, participants will be able to:

• Understand the importance and benefits of Electronic Records Management (ERM) in a legal context, particularly within Kenyan regulations.
• Identify and classify different types of electronic records commonly found in law firms.
• Develop and implement effective policies and procedures for creating, storing, retrieving, and disposing of electronic records.
• Understand the legal and ethical considerations surrounding electronic records, including data protection and confidentiality.
• Utilize technology and software solutions for efficient ERM.
• Implement security measures to protect electronic records from unauthorized access, loss, or damage.
• Develop strategies for long-term preservation and disaster recovery of electronic records.
• Train and educate staff on ERM best practices and compliance.

COURSE MODULES

Module 1: The Importance of ERM in the Legal Profession (Focus on Kenya)

• Introduction to Electronic Records Management (ERM)
• Challenges of managing paper-based records in modern law firms
• Benefits of implementing ERM: Efficiency, cost savings, compliance, risk mitigation
• Overview of relevant Kenyan laws and regulations impacting electronic records (e.g., Evidence Act, Data Protection Act)
• Ethical obligations related to client data and electronic records

Module 2: Identifying and Classifying Legal Electronic Records

• Understanding the lifecycle of legal records
• Identifying different types of electronic records in law firms (client files, emails, contracts, court documents, financial records, etc.)
• Developing a classification system for electronic records
• Metadata management for effective record identification and retrieval
• Best practices for naming conventions and file organization

Module 3: Developing ERM Policies and Procedures for Law Firms

• Key elements of an effective ERM policy
• Procedures for creating and capturing electronic records
• Guidelines for storing and organizing electronic records
• Access control and authorization protocols
• Version control and audit trails
• Developing retention schedules for electronic records based on legal requirements and business needs

Module 4: Legal and Ethical Considerations for Electronic Records

• Admissibility of electronic evidence in Kenyan courts
• Data privacy and protection requirements (with specific reference to Kenyan Data Protection Act)
• Maintaining client confidentiality in a digital environment
• Legal hold and e-discovery obligations
• Understanding and mitigating legal risks associated with electronic records management

Module 5: Technology and Software Solutions for ERM

• Overview of different types of ERM software and systems
• Features to look for in ERM solutions for law firms
• Document management systems (DMS) and their role in ERM
• Cloud-based solutions and security considerations
• Integration with existing law firm software (e.g., practice management systems)
• Evaluating and selecting appropriate ERM technology

Module 6: Security and Access Control for Electronic Records

• Identifying potential security risks to electronic records (cyber threats, unauthorized access, data breaches)
• Implementing security measures: password policies, encryption, firewalls, multi-factor authentication
• Managing user access and permissions
• Monitoring and auditing access to electronic records
• Incident response planning for data breaches

Module 7: Long-Term Preservation and Disaster Recovery

• Strategies for preserving electronic records for long-term access and compliance
• Data backup and recovery procedures for electronic records
• Developing a disaster recovery plan for electronic information assets
• Considerations for digital preservation and migration
• Ensuring business continuity in case of data loss

Module 8: Implementing and Maintaining an ERM System & Staff Training

• Steps for implementing a new ERM system
• Change management strategies for successful adoption
• Developing and delivering training programs for law firm staff on ERM policies and procedures
• Ongoing monitoring and evaluation of the ERM system
• Best practices for continuous improvement of ERM processes

CERTIFICATION

• Upon successful completion of this training, participants will be issued with Macskills Training and Development Institute Certificate

TRAINING VENUE

• Training will be held at Macskills Training Centre. We also the training upon request at different locations across the world.

AIRPORT PICK UP AND ACCOMMODATION

• Airport pick up and accommodation is arranged upon request

TERMS OF PAYMENT

• Payment should be made to Macskills Development Institute bank account before the start of the training and receipts sent to info@macskillsdevelopment.com