Larry wrote..."Do Law Firms have a universal definition of a "vault" and what protections
and practices are associated with items retained in this environment?  Is
it based on laws, regulations or simply 'best practices'?"

Given that I've spent my entire career in law firms, I admit I got a bit of a chuckle out of this one!  My law firm colleagues may disagree, but much like other things in law firms, there tends not to be so much a universal definition.  I believe there is a universal understanding that there are items that should be maintained differently, and more securely than other items.  However, how that understanding is translated and applied may, and likely does, vary from firm to firm.  I have worked at a firm where vault truly meant vault in the traditional sense.  I have also worked at a firm where the "vault" was a locked filing cabinet in a locked room (yes, I had a bit of concern about this approach...).

As to Irene's initial question, these documents/items are tracked in our records management system as are any other documents and files.  The vaults are set up as specific locations within the records management system so that the contents can be associated directly with them.  Security settings can be applied as necessary or desired, and requests for access go through the records department so that they can be checked in and out of the records management system.  This approach also allows us to generate reports and reminders.

Hope this helps.

Leigh Isaacs
Washington, DC


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