In the last few years we’ve worked with several legal firms that were drowning in paper. Law firms are in constant communication with clients, courts and other legal professionals. They also have to store large amounts of confidential and often critical, documents related to cases. As such, the volume of documents being handled by the organisation is huge.
Yet many law firms still use a paper-based system to manage their documents. This means that significant capital and manpower is expended sorting and storing more and more files, either on or offsite. Then there is the issue of access. Documents need to be stored securely, yet accessibly. Legal professionals working with a paper system can lose precious time searching through physical files, whilst firms with multiple locations have to transport paper files between offices, with all the delay, risk and expense that that entails.
Critically, when something goes wrong, the implications of a paper system become even more apparent. Files can be lost if there is damage to the site. A friend recently described to me how an entire department of paralegals at her firm were spending days going through paper files in order to identify a discrepancy.
So what’s the solution? Datafinity offers PSIcapture to automatically scan documents using OCR, and M-Files or FileBound (depending on your requirements) to manage them securely, creating a bespoke solution for each organisation. Our legal clients have now been reaping the benefits of document capture and management for some years. There are four main advantages of going paperless:
- Reduced paper storage space and costs
- Quick and easy access to documents – onsite or remotely
- Controlled access to information
- Compliance with latest data protection laws such GDPR
If your firm has a paper problem, we’d be happy to discuss a solution.