Safe Storage

Reviewed: April 2025 (RB)

Safe Storage refers to the secure and appropriate storage of physical and digital information, assets, and materials to protect against unauthorised access, loss, theft, damage, or disclosure. It is essential that we uphold our legal obligations, maintain client confidentiality, and ensure compliance with regulatory standards and professional codes of conduct.

What is the purpose of this policy?

• Confidentiality – To prevent unauthorised access of sensitive or privileged information.
• Integrity – To protect information and materials from being altered, tampered with, or damaged.
• Availability – To ensure that authorised staff can access necessary files and resources in a timely and organised manner.
• Compliance – To adhere to relevant laws, such as data protection regulations and bar association rules.

Our general obligation

We will:

• Meet all our legal obligations to employees in regard to this policy and clearly set out our expectations of you.

Your general obligation

You must:

• Agree to attain and maintain the requirements and responsibilities included in this policy.

Overview

As we all know, legal documents take considerable effort to draw up and execute. For those clients that have indicated that they would like us to store these documents on their behalf, we keep records of these physical documents using the Safe Storage feature.

You can access the Safe Storage page for a Contact or an Organisation.

Safe storage supports the additional following features:

• Swapping a safe storage entry from one contact to another
• Swapping a safe storage entry from one organisation to another

Permissions

As a user with Safe Storage permissions, you will be able to Create, View, Edit and Delete Safe Storage Records from the Portal.

To access Safe Storage, you need to have the following permissions.

• SafeStorage.View
• SafeStorage.Create
• SafeStorage.Edit
• SafeStorage.Delete

Add a New Safe Storage entry

To add a new safe storage entry you must decide if you want to add the Safe Storage Document to a Contact or an Organisation. To add the entry click on the Contact or Organisation, then navigate to the Safe Storage tab. Click on the + Add Safe Storage Document button.

This will open a box, where you can enter all the required details.

• Office
• Storage Code
• Date of Documents
• Document Status
• Document Type
• Notes
• Nominated Type
• Nominated Names
• External Link

Fill in all the details and click on confirm.

Edit a Safe Storage entry

To edit a Safe Storage entry, go to the Contact or Organisation you wish to edit the Safe Storage entry for. Click on the Safe Storage entry you wish to edit.

After changing any of the details hit the Confirm button to save the changes.

Delete a Safe Storage entry

To edit a Safe Storage entry, go to the Contact or Organisation you wish to edit the Safe Storage entry for. Click on the Safe Storage entry you wish to delete, then click on the Delete button in the top-right.

The entry is then removed from the Safe Storage table.

Search a Safe Storage entry

We can search for a specific Safe Storage entry using the search bar in the Safe Storage section. To do so you need to type in a search key and the list of Safe Storage entries will appear based on the search.

Type of data you can search by

• Storage code
• Document type
• Notes