Are You Ready?
Building a disaster plan for your law practice.
Written by Hannah Dyal
The best time to prepare your firm for a disaster is now.
COVID-19 highlights the importance of disaster preparedness plans in businesses everywhere, and the legal field is no exception. The pandemic has brought disaster preparedness for businesses to the forefront and serves as a reminder that preparing for all types of disaster (an “all hazards” approach) is essential.
Preparing a disaster plan takes time and effort and should be tailored to each practice’s unique needs. Involve staff with varied perspectives and roles from within your firm to strengthen your planning process. Managing and associate attorneys, paralegals, legal secretaries, information technology specialists, and accounting and human resource professionals are likely to spot different issues and potential solutions.
Put your plan in writing so that you and others will have something to consult in the process of evacuating or reopening. Before an event, the plan is a tool to educate your staff so everyone knows what to expect in an evacuation.
Identify the key personnel that you rely on heavily to sustain your firm’s operations. Decide who will provide backup for those individuals if they are unavailable; cross-train other staff as needed. Identify the critical functions of your firm so that if operations are disrupted, you know what operations of your office must come back online before others and can plan accordingly.
As you are planning, consider how a disaster would impact some of the following elements: personnel, workspace and equipment, documents, and communication. Address these in your plan.
Examples of the questions you should consider are:
Will your personnel have to evacuate and if so, what can they do remotely?
How will you ensure that any hard files are secure? As attorneys, we have an ethical duty to ensure our clients’ information is secure, even in a disaster.
What tasks should each specific employee be responsible for handling during an evacuation?
Are your client files backed up and protected online? Attorneys must remain proficient in relevant technology.
How will clients reach you, and how will you reach each other? Make sure you have a plan for both internal and external communication.
Consider making pro bono work part of your disaster plan.
Incorporating an intention to do this work into your disaster plan may
make a tremendous difference in your community. You may be able to earn
CLE credit, and it may expand your area of expertise and provide the
opportunity to gain new clients.
Your disaster plan should be reevaluated at least annually in case information, personnel, office space, and/or technology have changed. If you have the time, you should do a practice run-through of your disaster plan with your employees to spot flaws in your plan.
Preparing a disaster plan that will be realistic and workable for your firm takes time and effort, but do not let that discourage you from engaging in the process. Some preparation is better than none, or to quote Sheryl Sandberg, chief operating officer of Facebook: “Done is better than perfect.” TBJ
This article was adapted from an earlier presentation by Texas RioGrande Legal Aid Disaster Assistance Group Coordinator Tracy Figueroa and has been edited and reprinted with permission.
is an attorney at Texas RioGrande Legal Aid and an Equal Justice Works Disaster Resilience fellow. She began her legal career responding to Hurricane Harvey in Corpus Christi and has responded to several flooding events in the Rio Grande Valley. Dyal was a team member of the American Bar Association Young Lawyers Division Disaster Legal Services Program for the 2019-2020 bar year and responded to disasters on a national level.