About the client
This solicitors was established in 1960. The resident partner was a man ahead of his time.
He adopted efficient business practices in contrast to the then rather traditional approach used by most solicitors. That philosophy of innovation still applies to the practice today.
The main office in Lincoln also covers a large part of Lincolnshire, Derbyshire and South Yorkshire.
What they wanted
The law firm was looking for a better way to store its client matter files, which in the past had always been stored on microfilm and also in hard copy.
Although microfilm did save on storage space, the client was finding it slow and unreliable when it came to finding information.
And with more client matter files being added all the time, the client had to resort to storing their paper archive offsite. This only added to their costs.
As well as quick and easy access to their files, the solicitors wanted security, a high standard of reproduction and a future proof service.
They found this in our microfilm scanning and online document hosting services.
What we did
We ruled out an archive scanning approach because some of the documents were not expected to be retrieved again, but had to be kept to follow law society regulations.
We collected the archive matter files from the third party storage provider. Then we separated the documents into two groups: the old archive to be stored on a scan on demand basis, and the more recent files to be scanned in bulk.
We set up regular collections from the Lincoln office to make sure all the new files were scanned and digitised on time.
Now the law firm can access their digital files in seconds using our online hosting system, FreeDocs.
They can also use our scan on demand service to request an older, archived document and have it digitised and sent to them in as little as two hours.
What they said
“We have been singularly impressed with the standard of reproduction of the paper files and the ease with which anyone with the necessary password can access and view an archived file.
“Minimum training and instruction is required to ensure that all can carry out these tasks. We would happily recommend Storetec.”