News

How an Information and Records Management Solution Benefits Your Firm and Your Clients

If you’re a legal practice manager, you’re accustomed to managing numerous legal files and documents.  Whether you’re able to do so effectively depends on the support systems and processes you have in place.  Still, many solicitors have a tendency to cling to paper documents for extended periods of time, often well beyond the required retention period.  And even as technology has given more legal executives the ability to incorporate electronic documents, paper records are still widely used within firms.  This “hybrid” combination of data in dual formats creates a records and information management challenge for many law firms and practice managers.

Timely access to client information is essential to the success of your practice.  And speedy access and retrieval needs to be balanced with security; after all, maintaining client confidentiality is a tenant of your profession.  Utilising a professional information management solution enables you to achieve improved control over the safety and organisation of your law firm’s records.

Records and data storage

The overhead cost of storing and maintaining records and data represents a significant expenditure for any business – especially for a legal practice given the considerable volume of hardcopy and electronic information.   Legal firms not only have to allocate physical space but also incorporate thorough administrative processes for tracking and managing files.   If records are not properly stored and organised they can easily become lost or compromised.  A professional offsite records and data storage solution reduces your firm’s overhead costs and allows for the following:

  • an organised online inventory
  • improved ability to locate client information
  • comprehensive tracking of records
  • improved disaster recovery capabilities

Scanning

Decreasing the total volume of hardcopy records within your firm can significantly decrease your storage costs and enable greater productivity.   Electronic documents also offer the following advantages:

  • access across multiple locations
  • enhanced sharing and collaboration
  • streamlined business processes
  • increased workflow

As your case files are scanned to a digital format they can easily be stored within a secure image repository that offers encryption and high security levels.   Electronic documents are easily viewed, faxed, emailed and printed digitally.

In short, scanning your most active files to a digital format allows for overall improved litigation support and improved client service.

Secure Destruction

It’s no secret that solicitors horde their records and information in excess of required retention periods.   Yet, this is a risky practice.  Confidential and private client information should be destroyed upon reaching the end of the retention lifecycle to avoid a costly data breach.  A professional destruction solution prevents the legal and financial repercussions of information breaches and enables your firm to comply with the Data Protection Act.   Your service provider should be able to offer a destruction solution that provides secure disposal for the entirety of your firm’s data, including:

  • daily paperwork and files
  • archival retention
  • digital equipment, backup tapes and hard drives

Protecting and managing the entirety of your firm’s client and business data is essential to the success of your practice.  ADDS provides law firms throughout London, Bristol, Bath, and Swindon with turnkey information and records management solutions.  To find out more information, or for a free of charge consultation, please contact us by phone or fill in the form on the page.

The File Queen: Expert in Record & Information Management, LPM Columnist.

Comments are closed

Sign up to our newsletter for the latest record storage news and top tips