Why Document Scanning is Essential for Law Firms
When it comes to legal document scanning, there can be no mishaps or mistakes.
Having worked with a wide range of legal companies from a great variety of industries, we know how important it is that every single document must be properly accounted for, scanned with expert precision, and kept under the tightest security and confidentiality agreements.
It is this dedication to our clients and their materials that makes us one of the most highly regarded legal scanning companies in the UK. But why is document scanning essential for law firms?
Increased levels of security
When it comes to legal document scanning there can be no gaps in terms of security, which is why Microform practices only the tightest and most secure working processes — from collection and delivery of materials to onsite measures.
Aside from when the document scanning process is taking place, there are also a plethora of advantages after the scanning process has taken place:
Our document management systems are some of the most secure in the world
We can arrange bespoke access that is tailored to the needs of a firm
Access from only specific IP addresses can be organised
Profile and password scenarios can be created for access restriction purposes
What’s more, if an environmental issue was to occur, such as a flood or fire, digital files can be saved to secure cloud management systems.
This means that even if the computers or hard drives containing the digital images are destroyed, the files are saved on a cloud system and can be accessed by reserve machines.
Complete confidentiality
Having worked with solicitors, barristers, lawyers and a whole multitude of law firms, we don’t take chances when it comes to confidentiality or security.
In fact, over 80 per cent of our documents are confidential, which is why every single member of staff at Microform is contractually obliged to sign confidentiality agreements so that all scanning processes are tightly controlled.
Before materials even enter our premises, however, we collect documents using our tracked and marked security vehicles that are driven by our own delivery drivers.
Once those documents have been handed over, they are then checked against a roster and signed off before being driven to Microform’s scanning facilities.
Every single van is digitally tracked through GPS and every client is given the option to monitor the vehicles while in route to Microform.
The facilities themselves enjoy the tightest possible security measures including state-of-the-art alarm systems that alert the relevant authorities and our own staff members, many of whom reside nearby.
We are also compliant with Code of Practice: BS 10008:2008 Evidential weight and legal admissibility of electronic information.
Quicker turnarounds
For large law firms, we know that case files and individual legal documents can sometimes take several hours to locate and deliver to the necessary staff member.
Due to the fact that we offer what’s known as Optical Character Recognition (OCR) scanning, however, we can ensure that digital case files and documents can be located and delivered with just a few clicks of a button.
OCR scanning is a process where each individual character and letter within a document is recognised and recorded for later use.
This means that simply by entering dates, names, keywords, and case numbers, materials can be sourced and delivered to the required department or desk in a matter of moments.
Even some of the smallest law firms that we have worked with have found themselves saving hundreds of hours a year.
Complete choice
We have worked with a wide range of legal firms throughout the UK and are experienced in dealing with a wide range of private and sensitive documents including:
Claims
Deeds
Wills
Litigation documents
Case files
Contracts
Disclosure documents
Police reports
Medical reports
Due to the fact that we invest in some of the world’s most advanced printers and programmes, we are able to offer high-quality digital scans in a range of different formats including:
TIFF
JPG
HTML
PDF
Searchable PDF
Microsoft Word
Microsoft Excel
Secure document destruction and recycling
In order for law firms to really take advantage of a file scanning service, it is often the wish of firms to dispose of historical documents.
Often wishing to make better use of storage space, they opt to use our secure onsite destruction and recycling facilities.
If you have any other questions about legal file scanning, or about Microform, feel free to get in touch on 01924 825 700.