5 Secure Ways To Store Your Legal Papers

Secure Ways To Store Your Legal Papers

Legal papers such as contracts, agreements, power of attorney, wills, and affidavits are crucial in specific business-related transactions. As such, you should securely keep against damaging elements like water, dust, and fire.

Owners must take extreme care in storing, handling, and sharing legal documents while keeping them away from individuals with vested interests in the property or asset.

Secure Ways To Store Your Legal Papers

If you want your papers to stay secure, consider taking any of the following steps when storing them:

  • Use Document Storage Boxes

Papers come in all shapes, sizes, and types. Depending on the materials used and the environment they’re exposed to, and where they’re stored, papers deteriorate at different rates. If you want to have the documents with you everywhere you go, consider getting portable storage. Sturdy polyethylene document boxes and containers can protect your legal papers from water, dirt, humidity, and moisture—keeping them dry and secure no matter the climate in your area. Contact Ecospill for an array of protective containers that fits your needs.

  • Rent A Safe Deposit Box

Banks and financial institutions offer safe deposit boxes that clients can rent to keep their valuable assets, including legal documents. Some safes need keys to operate, while some are more advanced and use alphanumeric codes. No matter the type of access required, these boxes provide a secure way to keep important documents.    

If the renter of the safety box dies, the authorized representative must present identification and authorization documents as required by the bank. In most cases, these institutions would also ask for a court order before anyone other than the lessor can access the box.

  • Keep It In Your Home

If you want to have the documents with you at home, you better purchase a fire-resistant file cabinet to keep your legal documents. The size of the cabinet will depend on what you intend to keep in it. For instance, if you’re limited to storing legal papers and small items such as expensive jewelry sets, a small to mid-sized vault may suffice.

The good thing about keeping documents in your home is that you’ll have easy access to them and that you can review and update the records as needed. For instance, if you need to change the details to any of your notarized documents and your will, take out the copy and replace it with a revised version. On the downside, a vault may get damaged during natural occurrences such as flooding.  

  • Use Cloud Computing Services

Scanning the legal papers to create a digital copy and uploading it online is essential in creating a backup copy of your crucial legal papers. You’ll need trusty cloud services to provide you with a secure way to store and manage your documents online.     

Using the cloud as a document storage solution is critical, being that it stays available even if your property becomes damaged by natural disasters such as flooding, fire, and earthquake. To use this service, a user must have a secure password to gain access. To keep documents secure on the cloud:

  • Find out the security controls utilized and make sure encryption is included.
  • Refrain from sharing your password and other details with anyone.
  • Update your password often and use multi-factor authentication, if possible.

One of the downsides of using the cloud is that you may need to pay subscription fees. With free subscription plans, your account may be closed or get suspended if you don’t get to access it frequently.    

  • Ask Legal Firms To Store Them

Storing legal documents in your attorney’s office is another way to guarantee that these papers remain safe. To ensure all their documents are secure, law firms have multiple security tools to this end. Besides using their servers, setting up firewalls, secure communication channels, and other security tools, the legal team uses intranet to simplify file storage and documentation processes. Some law firms may offer storage services for their clients without additional costs.

Before choosing this option, make sure the law office has robust security measures in place. Keep in touch with the staff often to stay updated on any changes in the firm. If the lawyer is assigned as the executor, the office must store a copy of the said document.      

The Bottom Line

Because of the importance of legal documents, keeping them protected against harsh elements such as water, dust, molds, heat, and humidity is paramount.

Vital documents must be stored physically and digitally to protect them from damages, losses, and theft. Study the methods discussed in this article to help you decide which one applies best to your situation and needs. Remember that each option has its particular pros and cons, so study each solution carefully.      

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By Tom Smith

Tom Smith is Content Manager at Amir Articles, Answer Diary and Mods Diary from Australia, studied BSC in 2010, Love to write content in general categories, Play hardcore strategy games all the time.

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