There are few sectors these days which respect, record and preserve the written word quite so diligently as the legal profession.

Why the Legal Profession is Going Digital

There are few sectors these days which respect, record and preserve the written word quite so diligently as the legal profession, and while physical documentation remains as critical as it always has been, it is now also presenting firms with a number of problems.

File retention for law firms and solicitors’ offices is vital in everything they do, with everything from wills and POAs to case notes and title deeds needing to be preserved for the long-term. The rules surrounding document retention and the length of time certain records must be preserved are often complex, but in the majority of cases they will need to be filed away for safe keeping for a number of years. Historical records and valuable documents inevitably deteriorate with age and become fragile, while the man hours which go into recording, filing, sorting and seeking information from vast archives of paper records can be immense.

Not only do paper-based systems need considerable maintenance time from often overstretched administrative staff, but they also take up valuable space which could be put to better use. While they cannot risk losing, damaging or inadvertently destroying important legal documents by moving them off-site, most barristers and solicitors recognise that they simply cannot add to their already considerable archives ad infinitum. More and more chambers and solicitors’ firms are now coming to realise that the only way to safeguard their paper records is to have them digitised, which not only frees up office space but means that all the information practitioners need is just a few clicks away.

It’s easy to see why a paperless or paper-lite office would appeal to those in the legal profession, but with so many confidential and highly sensitive documents needing to be preserved, finding a secure way to digitally store them is of the utmost importance. For all but the very largest legal practices, conducting the digitisation process in-house is simply unfeasible – with such vast archives to safely convert to digital files, the time spent on the project would be immense and basic office scanners would be unable to cope with the volume of work or produce high enough quality images.

For the majority of firms, outsourcing the digitisation process to a company such as Storetec is the fastest, most time and cost efficient way of ensuring their entire catalogue of paper records is safely converted. Using the most advanced document scanning technology, our highly trained team of specialist scanners are well-used to converting highly sensitive and valuable documents into the best quality digital images. We then create compact files which take up little digital storage space, ensuring all your legal documents are safely preserved and stored in one readily accessible, easy to search and easy to manage digital archive.

In order to keep disruption to your practice at a minimum, we can carry out the project all in one go or in staggered stages, ensuring that we work around you to get the job done. We also keep a secure back-up of all your digitised documents, and can either safely return the paper copies to you or see that they are securely destroyed.

Benefits of digitising legal documents

The great thing about digitising legal documents, when looking at it from the perspective of lawyers and solicitors, is that the electronic records can be uploaded to a cloud-based system and accessed remotely. This is ideal for legal practitioners, as they are often on-the-go and not based in one office location every day of the working week.

Once legal documents have been digitised, they can be output to any required format, such as a pdf, creating an environment whereby data can be shared or printed with a few clicks of the computer mouse.

Converting your clients’ data into a digital format also reduces the chance of their records being damaged or lost. Previously, a problem existed whereby human error could result in important and sensitive information being misplaced. This has a huge impact on brand credibility and client trust. Electronic records that are stored in a cloud-based location remove this issue.

Many legal practices find it difficult to locate space for the everyday office necessities, so freeing up rooms where filing cabinets are usually kept is beneficial for any working environment. 

If you’re thinking about converting your paper legal documents into a digital archive, contact us today. 

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