Glance around almost any law office and what you will see almost every time is among the lawyers, support staff, paralegals, and secretaries is a virtual warehouse’s worth of records.
You’ll see filing cabinets, boxes large and small and tightly packed case files lining the walls and floors, taking up space, filling closets and offices, break rooms, attics, and basements. Records are the life-blood of any law firm, and it’s the attorney’s job to take all that information, put the pieces of each case together, and work it on behalf of their clients.
Now, the often over-looked reality at work here is that the situation described above is a problem waiting to happen. Though law firms are typically praised for their attention to detail, for the way they gather and utilize information, and so forth, the fact is that the record keeping systems utilized by most law firms are outmoded and put important information at risk. Legacy hard-copy record systems can often be confusing, unwieldy, and make finding needed information difficult.
The problems here are not obvious all at once. After all, if the records management practices of a successful law firm have worked in the past, then conventional wisdom says that if it isn’t broken, don’t fix it.
But these problems but a law firm at great risk:
- Hard copy records can be misplaced easily
- Hard copy records can be stolen easily
- Hard copy records can be destroyed in a fire, flood or some other unforeseen disaster easily
Some law firms prefer to store their hardcopy records off-site at a secure records storage facility. This is a great idea because true records management companies (not the ones that throw your company’s documents into a self-storage unit) have extensive systems, policies, and procedures to address the three problems listed above. The security is higher. Document level tracking is feasible and simple. Safety systems and alarms, as well as building infrastructures are designed for the purpose of storing and maintaining records. For more information about this, contact Morgan Records Management today.
But even off-site storage doesn’t adequately address the productivity demands of a modern law firm. It’s a step in the right direction, but in order to meet the challenge of an increasingly technologically driven environment, attorneys need to begin to explore and embrace the benefits of having their case files scanned and turned into electronic documents.
Morgan Records Management offers solutions for law firms interested in taking their offices digital. With electronic records increasingly in demand, it makes sense for legal offices to discover how they can benefit. Here are a few major benefits:
- Increased security – With the ability to track custody, limit accessibility and give specific permissions to individual users, scanning your records makes them more secure
- Increased accessibility – Attorneys are increasingly doing business on the go. With electronic records, they can enjoy access from almost anywhere and can share documents and files with opposing legal counsel quickly and painlessly.
- Increased discoverability – With technologies such as optical character recognition, document tagging, and robust search capabilities, your firm can find what it needs when it needs it.
Document digitization, or scanning, frees up time, office space, increases long-term archiving success, increases productivity, increases security and reduces stress. Talk to Morgan Records Management today and talk to us about how we can help your firm make the electronic transition, and about how we can help your firm focus on what its best at, while we take care of the rest.
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