If there’s one trend which appears to be here to stay in office management in Atlanta, it’s going paperless. Digitizing documents and legal work is common in most companies now, especially law firms, because it makes it easy to save, store, and protect critical information without taking up real-world space or damaging the environment. It can also help firms to increase security.
Why is legal document scanning, also known as document imaging, and document management so important? It helps firms make sure no matter what happens, documents, files, and records are available. It creates an automatic backup of files and reduces the risk of losing records, and money, should an unexpected event occur. It also makes it easier to organize your firm’s most important business and creates a more efficient and organized system.
How does scanning and storage work? Once documents are scanned, they can be archived offset or they can be destroyed. This means you’ll have peace of mind knowing a hard copy is available—if necessary—or there is no hard copy available to put you or your clients at risk.
Your firm is responsible for thousands of dollars and the lives and futures of your clients. Why would you put this at risk? By migrating to a paperless system and utilizing cloud storage, you’re saving money, reducing risk, and ensuring your system is as efficient as possible.
What are the Benefits of a “Paperless” Office?
There are many reasons why you might want your office to go paperless. Scanning documents makes it easier to have a secure backup. It can also help you maintain and update your records with ease.
Scanning makes it tougher to lose important information. You’ll need to index it to make it easy to find—something a legal scanning service can help you do—but as long as you have a reliable system in place you’ll never lose a document again.
It’s also possible to use scanning to make old documents easier to read. Technology allows you to manipulate an image and “clean it up,” making it easier to find the information you need quickly and to present the information in court without a problem. Instead of hunting through filing cabinets filled with thousands of old, faded documents, you can take an image and make it clear and readable.
Scanning also allows you to downgrade to a smaller office space, so you are faced with fewer overheads. If you lack storage in your new space, you can digitize back files to searchable PDFsand be able to easily access these files from the CDs or DVDs.
Should You Outsource Your Legal Scanning Needs?
It’s possible for a law firm to give the task of scanning documents to employees. Chances are you have a team available which could handle it for you—but is that really the best use of your resources?
Does your office staff even have the time to take care of scanning? If your firm is like most, you already feel understaffed and overworked. Your team is too valuable to be dealing with the mundane task of scanning information. Working with a third-party scanning service ensures your staff is free to focus on what’s most important—dealing with the needs of your clients.
The solution is to outsource your scanning. It’s a safe and secure way to gain all the benefits of being paperless without it turning into a big project for your team.
A professional, secure legal scanning service takes the hassle out of dealing with your records and paperwork. Professional scanners can quickly scan, index, and post your documents. It’s even possible for them to convert text via optimal character recognition software programs, which allows you to edit information and create reductions if necessary.
Why Law Firms Need to Outsource their Legal Scanning
Law firms are notorious for the amount of paperwork they generate. Most have excessive piles or file cabinets filled with documents. Every case you take on results in hundreds—even thousands—of important documents, including contracts, images, affidavits, medical documents, transcripts, police reports, and more.
It’s downright frightening to think about the risk you face if anything happens to these documents. Scanning and digitizing all this information makes it easy to locate and share.
What are the Benefits of Outsourcing?
One of the most efficient ways to manage your legal scanning needs is to outsource them to a third party company. A professional scanning service can collaborate with your firm and support your staff. They can provide powerful solutions to your most cumbersome challenges as a legal firm.
Professional legal scanning services understand how important their role is in helping you meet your obligations. It’s important to work with a reputable company because you are sharing information with them which might be sensitive or confidential. As long as you choose a service with a reputation for providing professional, high-quality work outsourcing is safe and effective.
What are the benefits of outsourcing your scanning needs?
- Conveniently manage millions of documents
- Quickly retrieve the documents you need in seconds
- Share and collaborate on documents without risking confidential information
- Create backup files and records for disaster recovery
- Feel confident you won’t lose electronic document
- Access documents while out of the office
- Improve efficiency in storage, retention, and disposition of information
- Decreased storage cost
- Improve Customer Service
Are you interested in outsourcing your legal scanning service needs? We can help.
Document Pros has become the trusted name in the legal and professional community for scanning. We focus on your needs and do everything we can to exceed your expectations. Our success is based on your satisfaction, and we take our client relationships very seriously.
Collectively, we offer more than 30 years of scanning, electronic discovery, printing, and litigation support experience to our clients. Our team has been working in the legal industry since 1988 and we understand the value of reliable record keeping, as well as the value of incorporating new technologies into firms.
To learn more about us or to get information on outsourcing your legal scanning needs in Atlanta, contact us at 404-816-8686, or email us or fill out the contact form.