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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.

Do you work in Law? Do you often find yourself guilty of using too much paper? Could you benefit from having easily accessible documents?

Pearl Scan specialises in Legal Document Scanning for companies and individuals wishing to cut down on paper usage, document storage costs and time spent searching for documents.

Why would the Legal sector benefit from going digital?

In the legal sector, it may be required to keep legal documents for as long as 12 years. Through one client file alone, a huge amount of paper documents can be accumulated over twelve years, so it's easy to see why a lot of law firms pay to keep paperwork in storage facilities off-site. While this may seem like a sensible solution to keep on-site offices uncluttered, it is still pulling away a lot of money from the company budget each year. It could also take a long time to retrieve those files from the facilities when needed. Going digital can reduce those storage costs and increase efficiency in the office.

Let's Put Document Scanning in the Dock

Scanning your legal documents and implementing a digital document management system brings a lot of benefits to your office and workflow;

• When your documents are stored in digital format, you won't necessarily need to keep the hard copies which can be shredded and destroyed, removing the costs of off-site storage.
• Any files usually kept on-site can also be removed, freeing up space that can then be used more effectively or rented out.
• Without files and boxes lying around, your office can show it is more health and safety aware.
• With a digital document management system, you can access files and documents much quicker than you would if you had to request them from a storage facility.
• The digital document management system, if set up correctly, can increase office efficiency and speed of business.
• When office efficiency is boosted, so is staff morale and that can only be a good thing.

The Legal Document Scanning Process

Here at Pearl Scan, we offer an all-round quick and great value service for all of your legal document scanning needs.

Collection of your legal documents

With our fast and secure collection service, we can pick up your documents from anywhere in mainland UK the same, or next day, as required. We can also supply A3 size boxes to hold your documents if needed.

Document preparation

To ensure that your documents are safe to be scanned, we sort through them making sure to remove all fasteners such as paperclips and staples. This ensures a smooth and accurate scanning process takes place and makes for better quality scans.

Scanning your legal documents

The latest scanners equipped with ultra-sonic, double-feed and automated colour detection and image processing tools are used to scan the documents to your preferred format such as PDF, PDF Searchable, TIFF and JPEG. We scan paper as small as a till receipt up to A3 as well as large format drawings and plans in full colour, greyscale or black and white.

OCR Processing

We can apply Optical Character Recognition to your digital documents to make their contents fully searchable.

File Indexing and Categorisation

We can fully index your scanned documents using relevant data such as name, title, address, reference number or date.

ISO Quality Checks

All our services are fully accredited to ISO 9001:2000 quality assurance standards and, in addition to this, we have developed our internal quality-control procedures to ensure that the files meet required industry standards.

Supplying your digital data

We can supply your digital documents on a range of formats including CD, DVD and USB. If your data is confidential, we can encrypt your files using 128Bit encryption.

Secure shredding

Once you have approved the disks, your papers can either be returned to you, securely disposed of via environmentally friendly document shredding or we can store them for a further required period.

We also provide, free of charge, our search and retrieval service, Halogen, which was built with law firms in mind. To learn more about this service visit the Halogen information page.

So, there you have it, legal documents scanning has been found guilty of saving you money, time and space. To find out more about our legal document scanning services and the other scanning services we offer or to request a quote, get in touch and we'll be happy to help.
 

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The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900