Paper records are found throughout the legal industry and attorneys generate tens of thousands of sheets annually. An estimated $900 a year is spent simply maintaining a standard legal filing cabinet. For those firms that have embraced a digital work environment, significant savings have been found purely from the maintenance of existing records.
As soon as staff need to retrieve documents, that’s where savings grow exponentially. And in cases where discovery documents are exchanged, a great number of hours are wasted each year searching through and trying to locate files, documents or case information. Imagine having all the records at your fingertips, tagged and searchable, so you could instantly find anything related to a clause, person or keyword. Furthermore, imaging that you could retrieve them while sitting at your desk, from the courthouse or working from home.
That’s what going digital can offer your firm.
Save time and money by digitizing!
Searching high and low
With so much paper around, it is easy to accidentally file something in the wrong place. The typical employee spends 30 minutes a day searching for records and documents needed to complete their daily tasks. If one needs to leave their desk to locate something from a filing cabinet or, worse yet, a storage room elsewhere in the building, it is easy to imagine staff spending 4 minutes an hour looking for that elusive piece of paper. When added up, that’s more than 100 hours a year of lost productivity and over $2000 per employee that your company will never get back.
Security and loss protection
Data security and protection of information plays a role in any business. Access controls, security badges and even cameras can provide some level of protection for a business. But are human resource records, drug and alcohol tests of drivers or other sensitive information stored in secured file cabinets and desks/offices free from prying eyes? System administrators can control which directories and files that each network user can access and system logs can track what users actually access, thus providing an additional layer of protection to business owners.
And there is also the problem that paper burns and gets damaged when wet. Suffering a flood or fire can result in a catastrophic loss to your business from which most businesses don’t survive. You can’t have duplicate copies of all your paper records stored offsite, but an offsite digital copy of everything can provide significant peace of mind to a business owner. All of that security can be maintained by a hard drive that fits in the palm of your hand.
Operate more efficiently
Does your business pass around files from one person or department to another for processing, approval and payment of an invoice or other record? Do multiple departments need some of the same paperwork to do their job and therefore make copies of that same piece of paper?
A study by PriceWaterhouse had several paralegals search through 10,000 paper documents to locate records by one author on one topic, which took 67 hours of labour to locate 15 documents. Using a document management system, 20 documents were found within 4.5 seconds.
Another satisfied client
The ability to get all my client files digitized and backed up quickly and securely was a great relief. No longer do I need to worry about where I will store the files or paying for that privilege.
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We understand that each client has different requirements and each project is a little different. We are always happy to create customized packages for businesses to best serve their needs, so please contact us.