In professional services, trust is everything. Your clients
depend on you to safeguard their most sensitive information, meet strict
deadlines, and maintain absolute confidentiality. But what happens when an
unexpected event, from a cyberattack to a power outage, brings your operations
to a halt?
That's where business continuity planning comes in.
For law firms and CPA practices, a strong continuity
and disaster recovery strategy isn't just about keeping the lights on;
it's about preserving client trust, meeting regulatory obligations, and
ensuring your business can function no matter what happens.
What Is Business Continuity Planning?
Business continuity planning (BCP) is the process of
preparing your firm to operate during and after an unexpected disruption. That
could mean anything from a server crash during tax season to a ransomware
attack that locks you out of your case files.
A continuity plan ensures you can:
- Protect
critical data and client files
- Minimize
downtime and lost billable hours
- Meet
compliance requirements such as FTC Safeguards, SOC 2, or HIPAA
- Maintain
client confidence, even during disruption
For professional firms that rely on client trust and
confidentiality, continuity isn't optional; it's a competitive necessity.
Why Continuity Planning Matters for CPA and Legal Firms
1. Compliance Requires It
Both law and accounting firms handle sensitive financial and
personal data. Failing to protect that information can violate FTC Safeguards,
IRS guidelines, or client confidentiality agreements. A documented continuity
and recovery plan demonstrates your commitment to data security and compliance:
essential in audits and client assessments.
2. Cyber Threats Are on the Rise
Ransomware attacks and data breaches now target small firms
as often as large enterprises. Without an updated disaster recovery plan,
you could lose access to critical files or expose confidential client data,
risking both financial penalties and reputation damage.
3. Downtime Costs More Than You Think
Every hour of downtime during tax season or litigation prep
translates to lost revenue and missed deadlines. A continuity plan keeps your
team working, and your clients confident, even when systems go down.
5 Steps to Build an Effective Business Continuity Plan
Step 1: Identify Critical Functions
Start by defining what your firm can't afford to lose.
This includes accounting software (QuickBooks, Lacerte, CCH) or legal systems
(Clio, ShareFile, document management tools). List out the data, systems, and
workflows that must stay online to serve clients and stay compliant.
Step 2: Assess Risks and Vulnerabilities
Perform a full IT risk assessment to identify
potential threats, such as data loss due to cyberattacks. Understanding your weak spots helps prioritize which systems
need redundancy or additional protection.
Step 3: Create Data Backup and Recovery Systems
Implement secure, off-site backups of your critical files,
ensuring copies are encrypted and easily recoverable. A good disaster
recovery for accounting firms or law offices includes:
- Automated,
daily cloud backups
- Encrypted
data storage compliant with FTC Safeguards and SOC 2
- Regular
restoration tests to verify backups actually work
Step 4: Establish a Communication and Response Plan
Define who does what in the event of a disruption. Identify
decision-makers, internal communication channels, and client notification
procedures. Make sure every employee knows their role in maintaining operations.
Remember, confusion is the enemy of recovery.
Step 5: Test, Review, and Update Regularly
A plan that sits on a shelf won't help you in a crisis. Test
your plan quarterly or annually through simulations or "tabletop exercises."
Update it whenever your systems, staff, or compliance requirements change.
Elements of a Strong Legal Continuity Strategy
A comprehensive legal continuity strategy includes:
- Cybersecurity
safeguards: MFA, EDR, and firewalls to prevent disruptions.
- Cloud-based
access: Secure, remote access to files so attorneys and CPAs can work
from anywhere.
- Incident
response procedures: Step-by-step instructions to contain and report
breaches in line with FTC and state regulations.
- Vendor
compliance checks: Ensuring any third-party software or storage
provider meets your data protection standards.
Simplify Continuity with One82
For over 25 years, One82 has helped law firms and CPA
practices protect their data, stay compliant, and maintain trust, even in the
face of disruption.
Our security-first, cloud-focused approach includes:
- Tailored
business continuity planning and disaster recovery strategies
- Compliance
audits covering FTC, SOC 2, HIPAA, and PCI DSS
- 24/7
monitoring and threat detection
- Seamless
cloud solutions for secure remote access
We understand your industry's high-stakes environment, your
deadlines, and your software, and we build IT systems that never let you down
when it matters most.
Protect Your Clients. Protect Your Reputation.
Disasters are inevitable but downtime doesn't have to be.
Click Here or give us a call at 408-335-0353 to Book a FREE Discovery Call
