For law firms, managing sensitive client data is a monumental responsibility.
With the growing risks of cyberattacks and ever-evolving data privacy laws like GDPR and CCPA, the stakes have never been higher. Beyond the legal and financial repercussions, a data breach can severely damage your firm’s reputation and client trust.
The challenge? Many legal professionals still struggle with information visibility and organisation. Whether it’s misplaced contracts, sensitive data buried in endless email chains, or the infamous document titled “Final_v2_REAL_final_THIS_ONE.docx,” poor data management is a common headache.
Now more than ever, it’s time to take control of your firm’s data, and give it the protection it deserves.
Is your firm’s data management meeting the mark?
We challenge you to evaluate your firm’s approach to information governance by considering the following key areas:
• Eliminate redundant, outdated, and trivial (ROT) data: Get rid of information that no longer serves a purpose.
• Ensure secure document storage: Safeguard digital records while adhering to compliance standards.
• Streamline physical records: Adopt professional archiving and secure custody solutions to manage hardcopy documents.
At Grace, we go beyond just digital file organisation. We specialise in managing your physical records as well. From secure offsite storage and document retrieval to safe custody and secure destruction, we ensure your firm’s records are not only organised but fully compliant and accessible.
The escalating risks of poor data management
A recent American Bar Association Legal Technology survey found that 27% of law firms reported experiencing a security breach. These breaches often stem from mismanaged matter retention across various platforms—be it emails, chat apps, personal storage, or document management systems (DMS).
This lack of visibility results in what’s known as “dark data”—unstructured, unmanaged information that leaves firms vulnerable to legal and operational risks.
Without a solid data discovery strategy in place, your firm may struggle to:
• Ensure compliance with external counsel guidelines.
• Respond to client audits with confidence.
• Safeguard sensitive data against breaches.
• Leverage data for AI-driven opportunities, such as training Generative AI models.
The reality is, data management isn’t something you can handle on the fly. It requires a systemic solution rather than reactive fixes.
How Grace ActiveNav transform data governance for law firms
To help law firms effectively manage and protect their data, we’ve partnered with ActiveNav Cloud, a cutting-edge data governance solution. Together, we’re providing legal professionals with the tools to stay compliant, secure, and efficient. Here’s how we’re making a difference:
Comprehensive data discovery and inventory
Legal data is often spread across various repositories—email servers, collaboration tools, DMS, or personal storage. ActiveNav Cloud consolidates this scattered information into a unified inventory, giving your IT and governance teams an interactive compliance map that clearly outlines your data’s composition, retention issues, and potential risks.
With this unified overview, you can confidently manage and respond to audits, ensuring all data is accounted for and easily accessible.
Enhanced compliance and audit readiness
Compliance with data privacy regulations is no longer optional. ActiveNav Cloud simplifies this process by:
• Flagging misfiled or over-retained documents.
• Generating sensitive data reports tailored for client audits.
• Streamlining Data Subject Access Requests (DSARs) to ensure timely responses to privacy-related queries.
As clients become more focused on data governance, having these tools in place shows your commitment to protecting their information and strengthens the trust you’ve built.
Consolidated data oversight
Does your firm’s governance and IT teams have a single source of truth for data? ActiveNav’s unified dashboard provides just that, offering a clear and actionable overview of your data’s compliance status. This ensures that everyone—whether they’re on the governance team or a senior partner—can quickly spot risks and take action before they become bigger issues.
Defensible data disposal
The more data you have, the more risks you’re exposed to. ActiveNav helps law firms securely review and dispose of obsolete or irrelevant data while maintaining a defensible record of their actions. By ensuring that retention schedules are adhered to and outdated files are systematically purged, your firm can reduce unnecessary storage costs and minimise exposure to breaches.
Achieving zero dark data
Our goal is Zero Dark Data—a state where all data within your firm is accounted for, securely stored, and fully compliant with applicable regulations. With ActiveNav Cloud, you can achieve this level of transparency, reducing the risks associated with inadvertent data transfers or breaches that could damage your firm’s reputation.
A case for security and competitive advantage
While compliance is essential, there’s more to the story. By improving how you manage your data, you’re also setting your firm up for competitive advantage:
• Enhance case precedent discovery by improving access to data across platforms.
• Ensure high-quality datasets for AI model training, allowing your firm to stay ahead in the age of Generative AI and technology-driven efficiencies.
• Strengthen your reputation as a reliable and trustworthy steward of client information.
With scalable, cost-effective solutions like Grace and ActiveNav Cloud, there’s no reason to endure the inefficiencies and risks of unmanaged data. Taking proactive steps today not only improves your firm’s security—it also positions you for future success.
Take the first step to a more efficient practice
Start by taking advantage of a complimentary legal file health check to assess your firm’s data health. Don’t wait until a breach forces your hand—book your session today and begin your journey to a more secure, compliant, and efficient practice.
- Beyond compliance, Grace enables firms to harness their data more effectively.
- Accurate and actionable data: Enhances precedent-setting by improving case-data discovery across diverse platforms.
- Provides high-quality datasets for AI model training, ensuring your firm stays competitive in the era of Generative AI and tech-driven efficiencies.
- Reinforces your brand’s reputation as a good steward of client data.
When scalable and low-cost solutions are already available, there’s no reason for legal firms to endure the inefficiencies and risks associated with unmanaged data.
Take the first step to a more efficient practice. Book your complimentary legal file health check today: Book here
