How to Use These Resources
There are two main ways to create and maintain a legacy binder: digital and print.
The benefits of a digital legacy binder is that it can be shared more easily with multiple individuals, can be easier and quicker to update more regularly, and it can be stored in multiple locations for ease of access. Digital files can be encrypted for greater security, keeping sensitive information more secure. Depending on the file format, you can also search for keywords within the files to find specific information quickly. Other files can easily be included, such as your market’s logo, designs for print materials, or clickable links.
However, in the event of a power or Internet outage, poor signal, or device theft or damage, you may be unable to access the information. If your market does not have dedicated mobile technology, like a laptop or iPad, you could only access it through your personal devices. Digital files could also be hacked or more easily be accessed by unauthorized individuals if files are not stored securely.
With a printed legacy binder, you can fill out the resources either digitally before printing or by hand. By storing them in a physical binder, information can be reliably accessed at the market regardless of internet or electrical access. It can be easier to add notes in the moment by jotting them down on the appropriate page, instead of having to recall the notes and remembering to do so after the fact.
Unfortunately, printed legacy binders are also susceptible to damage due to weather, spills, or other accidents that could render them unusable. It’s also more time intensive to create a backup copy for others to access in an emergency if you are unavailable or others do not have access to the location where your binder is stored. If only one binder is kept, all it takes is one incident to lose all of that institutional knowledge.
A third option would be to use a combination of the two: have a printed copy of the binder, but make updates regularly to a digital copy of the binder and print new copies of the updated sections a few times per market season. Set a reminder at regular intervals throughout the market season to review the information in your binder and ensure its accuracy.
Remember that any information recorded is better than nothing. Starting with a few resources and adding as you go puts your market in a better position in an emergency situation.