Quick Answer: A printed incident response plan serves as an offline backup that remains accessible during ransomware attacks, network outages, identity lockouts, and other disruptions that may prevent access to digital files. While organizations should continue using digital document management systems, keeping hard copies of critical emergency documentation can improve business continuity and incident response readiness.
The transition from paper to digital document management has made it easier to store, share, and search for information. As reliance on digital files grows, so does the impact of losing access to them. This raises an important question: if your files are locked up from a ransomware attack, how can you access the documents that tell you what to do next?
Sophos found that in 2026, the average recovery cost from a ransomware attack was $1.7 million, and more than half of the victims reported never getting their data back, making access to your critical documents in a crisis extremely important.
The solution may be easier than you think, it is keeping your incident response on paper.
An incident response plan is a documented guide that helps an organization respond to cybersecurity incidents in a structured and coordinated manner.
A typical plan includes:
These documents help teams make informed decisions under pressure and reduce confusion during an emergency. However, if your response plan cannot be accessed during an incident, it is useless.
Maintaining printed copies of incident response plans provides an additional layer of protection against attacks.
Unlike digital systems, hard copies are not affected by:
This does not mean you should revert back to paper files. Document management remains an efficient way to save time and increase productivity, but the value of maintaining offline or physical copies of important information is essential during a crisis.
Many organizations use tabletop exercises to prepare for cyber incidents. During a tabletop session, teams walk through a simulated attack and discuss how they each person should respond at each stage. The exercise can be used as a trial run and validation of your incident response plan meant to identify gaps, and make sure that everyone understands their role before an actual emergency occurs.
However, even after a successful run through, it is unrealistic to expect everyone to remember every step, phone number, escalation path, and decision point during a real emergency. This is why it is important to review and update your incident response documents afterwords and make sure the current version remains accessible in printed form.
Organizations should consider having offline copies of:
You should not be printing everything, because technology holds security measures like zero trust, making it more secure, but a couple important printed copies can ensure that essential information remains accessible in case digital files ever get encrypted.
You don’t have to choose between digital and physical records. Consider these best practices:
One of the most important lessons ransomware has taught businesses is that incident response plans are only helpful if you have access to them during an emergency. While the transition to digital systems remains beneficial for businesses, a hard copy of important response documentation can provide a simple but effective safeguard when technology is unavailable.
In a crisis, that printed document may be the resource that helps an organization respond quickly, communicate effectively, and begin recovery with confidence.
Reviewing your documentation, testing your response procedures, and identifying gaps before an incident occurs can make a significant difference during a ransomware event.
Usherwood's cybersecurity specialists help organizations assess risk, strengthen incident response processes, and improve overall resilience through security assessments, endpoint protection, cloud backup solutions, and expert guidance. If you're unsure where your vulnerabilities lie, start with a network assessment and build a clearer picture of your security posture.