Document scanning and file management services can be a vital component of a successful and forward thinking legal service. Within a company that deals with complex legal situations of any kind there will always be vast quantities of paper documents to consider and managing this type of documentation well could be the difference between a law firm taking the next step of evolution and development to grow as a company.
There are a number of key benefits to why you should start to scan legal documents if you are part of a law firm with a huge number of documents to work with on a daily basis, streamlining your entire organisation for a smoother day-to-day operation that is productive, effective and gives your staff members clear and simple tools with which to work with. Here we take a look at them in a bit more detail.
Save Staff Members Time
Paper documents being physically stored might make you sleep soundly knowing that all of your documents are in one place, but how about the time it takes to store them, file them in an organised way, and then find the right documents when you need them most? In the legal world there is often a need to gain access to important and sensitive documents as soon as possible. When this means physically scouring through an archive it could take longer than necessary, slowing down proceedings and potentially harming the case that is being worked on. Digitalising legal documents allows your staff member to gain access to specific documents online (only those they have the permissions to do so), searching quickly for documents and being able to digitally manage these files, or ask for the original copies to be sent as soon as possible for use.
Save the Company Money
Whether you are housing your physical documents on-site or in an external building either close to your business premises or elsewhere, there is likely to be a considerable fee added on top of your regular business premises lease solely due to the physical storage of legal documents. Of course there are certain documents that have to be kept as an original, but there are countless others that can be scanned and kept as a digital copy, without the need to keep the original physical copy. That way your legal documents are available online and you can utilise the space and free up the fees that have been going on physical storage to be put to better use elsewhere within the company.
Negate The Risk of Damage
As many legal documents contain sensitive information there is a risk factor to consider when you are keeping physical original copies of documentation. What if there is a fire at your premises, or your files get damaged in other ways, lost or stolen? Add to that the problems of natural wear, tear and fading of documents and there is a real positive impact of scanning and digitalising your important legal documents