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In a world where data breaches are common, it has never been more important to ensure the safety of sensitive and confidential data.

The legal industry is one of the most at risk sectors in the world to data breaches due to the incredible amounts of paperwork required – and of course the important information these documents contain.

Although there is no way to guarantee the safety and security of information, there are steps you can take to safeguard documents going forward. And one of the best ways to do this is to make the switch to paperless processes.

Moving the legal sector towards a more technology-focussed way of working can help to protect this information from being lost, stolen or damaged. Turning physical documents into digital ones can also help to keep it away from prying eyes – something which is always a concern in the sector – by ensuring they are protected with passwords.

Working with digital legal files

For those firms looking to move towards a digital way of working, the whole process starts by essentially scanning in all of the paper documentation into a specialist system to ensure they are all kept in order. Once this has been done, these documents are then available to view, edit and delete – just as they are in physical format – but with the added peace of mind that they cannot be misplaced, lost or stolen. It is then up to each individual whether they want the paper documents returned – or whether they would prefer us to dispose of them, securely.

Aside from the security benefits, scanning legal documents can also help improve productivity.

As mentioned above, the legal sector is one of the most paper-heavy in the world. Case files, interviews, documents and transcripts are all often recorded on physical paper documents, meaning that those working in the sector often have to sift through reams and reams of paper to find something they can use. Essentially, it is often like searching for a needle in a haystack.

Pearl Scan Legal was developed in 2011 in order to meet the needs of the legal industry going forwards. This dedicated arm of the Pearl Scan Group is aimed at providing a comprehensive and safe document scanning and management solution to enable it to move forward and be more efficient.

Our legal scanning service and legal document management solutions have become extremely popular with law firms as a way to streamline their workload, improve their efficiency both inside and outside of the office, save considerable amounts of time and money, and of course make sure these documents are kept secure forever.

To find out more about our legal document scanning solutions, click here.

If you’ve been researching document scanning and scanning services, the chances are you’ve come across lots of articles detailing how it can help to improve business processes. Therefore the answer to the above question is a resounding ‘yes.’ But understanding why and how it can be of benefit is another matter. In order to help you appreciate the role going paperless plays within a business, we’ve put together a list of the positive effects digital document management has.

How are document scanning solutions valuable for my business?

In a nutshell, document scanning solutions are valuable for your business because they streamline storage and the retrieval of files – all while making document management much simpler and altogether much more efficient. With this in mind, with an effective document management system, you will be able to:

• Save time and money

  Digital documents provide easy access to all your files and documents – at the simple click of a button. This means that both you and your workforce won’t spend wasted hours searching through boxes and archives in an attempt to locate the files and folders you need. This time saved can then be used elsewhere in the business – perhaps being used to help it grow.

• Improve your customer service

  With quality document scanning, you can digitise every single part of your backlog of files and index them accordingly. This means that should a customer request a specific piece of information at the drop of a hat, you will be able to find it instantly and make sure they are not left waiting.

• Reduce the need for storage

  Digital files are just that; digital. Therefore they take up absolutely no physical room. So by converting all the hard copies of your documents to digital files, you’ll no longer need to invest in storage facilities.

• Improve security of sensitive information

  Whether it be personnel files, HR documents or confidential business accounts, there are always files that you will not want to get into the wrong hands. Digitising these documents can help to protect them from preying eyes due to encryptions and passwords. You can also rest easy that they can be backed up remotely on highly secure servers.

• It makes sharing and collaborating a breeze

  Another great benefit of digital files over paper ones is the ease of which documents can be shared and edited. Colleagues based throughout the business can access the same document and make amends as necessary – whenever they like. This cuts down on time wasted going back and forth and makes it easier for creativity to flow

The right document scanning and document management processes in place allow you to focus on the important parts of your business, such as growing it, knowing that your documents are safe and secure.

Have you made the switch – do you agree with the benefits listed above?

For busy organisations, it can be extremely difficult to juggle the large amounts of incoming post – even when there is a dedicated team in place. But thanks to technology, they don’t have to struggle any more if they implement a digital mailroom.

Although the term ‘digital mailroom’ may sound scary, it is actually relatively simple. A digital mailroom is the automation of incoming mail processes. It uses document scanning and capture technology to digitise incoming mail in order to automate, and consequently streamline, the organisation and delivery of mail within a business. Not only can this cut down on time wasted, but can also help to cut down on the unnecessary costs of hiring and training extra staff.

So how can a digital mailroom help my business?

Digital mailrooms can improve efficiency

Employees will receive their mail digitally and fully indexed to their own individual email inbox every day. This allows them to view, edit, action or share it at the click of a button, allowing them to quickly get back to what they were doing to begin with.

Digital mailrooms offer increased space savings

As you won’t need to store large amounts of mail, you won't need a dedicated room for sorting through mail or somewhere to store filing cabinets full of the documents.

Digital mailrooms cut down on worries

A lot of things come through physical mail. Whether it be mass adverts and booklets or sensitive documents such as invoices and cheques, a digital mailroom means you don’t need to worry about it getting lost or falling into the wrong hands. All incoming mail will be sorted, scanned, indexed and sent directly to the correct inboxes without a second thought.

What about safety and security?

Did you know that digital documents can actually provide a more secure system? Storing paper copies of files leaves them open to loss, theft and damage, whereas storing them digitally instead can prevent this. File encryptions and password protections can keep documents safe so they cannot be accessed by anyone who doesn't have permission. Digital documents also come with the added bonus of being able to be backed up by cloud platforms which can prevent the loss or damage of all important data.

How much does a digital mailroom cost to implement?

This is a common question, but thankfully one that has a welcome answer. Thanks to digital mailrooms becoming more widely used, the costs of the services have decreased considerably. Helping to open them up to a wider range of companies, it means that even smaller businesses or companies on a tight budget, can still reap the digital mailroom rewards.

Do you want to give the digital mailroom a try? Get in touch with us today and find out how our sophisticated system can bring all of the above benefits you your business.