How can your law office reduce its paper production?

05
Mar
2020
49 Views

If your law office is running out of space, it’s time to look the problem in the mirror.

That’s right; too much paper is a problem with workflow and management. And filling up yet another office with documents or purchasing an offsite storage unit will only kick the can down the road. Eventually, it will catch up to you, and in the meantime, you’ll have wasted thousands of dollars in hard costs and in costs associated with your team members’ time.

An informal study done by the American Bar Association found a single lawyer can produce as many as 100,000 pieces of paper per year. While going paperless is a desire that many lawyers have, the legal system as a whole has a long way to go. Therefore, we help law firms focus on what they can control – their own processes.

A full-service document management solution from Secure Records can help law firms in a myriad of ways.

Regain valuable office space.

The first step in our document management is to transport all the records back to our facility. All your staff has to do is point and give directions; our uniformed, NAID AAA-certified team members will box up all the records and take them off your hands. Records are stored in state-of-the-art facilities that meet the industry’s most stringent compliance standards, including with 24/7 video monitoring and lock-and-key access.

Know what documents you actually have.

Indexing, the second step in document management, allows us to go through and help you understand what documents you actually have, what documents are redundant or related to similar cases, and what documents you no longer need.

Get rid of documents you no longer need.

Because of disorganized file systems, many law firms keep records past their retention. Some other law firms may not even have a retention policy. In these cases, we work with law firms to create retention policies and then apply those policies to the records. This makes it easier to find the information you need when you need it and save on costs from storing records that are no longer needed. We are able to shred the outdated records in a compliant manner and keep your other records on a retention policy to shred them once it’s time.

Quickly access files you need.

Digging through files and files of old records will be a thing of the past. Once SRS indexes your files using our proprietary system, you have access to our “Scan-on-Demand” program in which we will deliver the requested file(s) directly to you, typically within the hour, but absolutely no longer than 24 business hours.

Give your team members time back.

The indirect costs associated with being your own document management solution are shockingly high. An entire day shredding, scanning, or searching through old files is not the best use of anyone’s time in an office. And while many think “the intern” is the easy answer to scan or shred backfiles, think about whether that task will inspire him or her to become a lawyer one day. Not likely…. Think about how long it takes to shred just a few papers on your old desktop shredder. In contrast, our shredder can destroy over 30 pounds of paper in one minute. That’s over 2000 pounds in one hour. Which one sounds more efficient to you? Similarly, the average desktop scanner can only scan 30 pages per minute and requires precious staff time. Indexing and customized document management solutions are far more efficient than scanning every single file. Employees will finally be able to reclaim their time and focus on their highest and best use of time – tending to your clients and giving them the absolute best legal service possible.

At Secure Records Solutions, we have helped many law offices in the Tallahassee, Valdosta, Moultrie, and Thomasville areas with document management solutions tailored to meet their specific needs. Let us help you today!

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