Many law firms have abandoned manual paper processing in favour of document scanning to streamline their processes, save space, and optimize document retrieval.
That’s the good news. Now here’s the bad news.
A significant number of these same law firms utilize their own internal document scanning systems, which can hinder efficiency, lead to compliance and audit issues, and harm their case work if critical documents can’t be easily retrieved.
This is why forward-thinking law firms outsource their document scanning needs to trustworthy external service providers who understand the unique challenges that modern law firms face.
What is Legal Document Scanning, and Why Does It Still Matter?
Law firms utilize document scanning for various crucial tasks that enable them to serve their clients as efficiently as possible. For example, digitized documents can be easily searched, categorized, reviewed, and retrieved during the discovery phase of litigation.
Document scanning also enables faster client onboarding, allowing intake forms and documents to be processed efficiently. Online files can also be viewed remotely by the clients, fostering transparency and building trust. Additionally, scanning enables efficient organization and management of disclosed documents, making it easier to track and manage disclosure obligations.
Overall, document scanning is an excellent step for law offices that want to optimize their operations. However, like most leaps forward, it has to be executed with precision to have the most impact, which is why outsourcing is the best option for this type of endeavour.
Key Problems Law Firms Face with Internal Scanning
Many of the issues law firms face when scanning documents internally involve human resource allocation. After all, you want your law clerks and admin teams doing work that helps lawyers provide representation for their clients, such as preparing legal documents, conducting research, and managing case files. Scanning documents falls lower on the priority scale, which can cause a backlog and delays in accessing case materials online.
Furthermore, as unscanned documents begin to pile up, the risk of documents becoming lost increases. Once your team finally has a chance to start scanning, usually at the end of an already long day, there could be data entry errors and missed compliance requirements, especially if redefined approval workflows aren’t programmed into the system.
Those client intake forms can also be a source of problems. Human error can be relatively high when using these forms, affecting data accuracy and causing issues while working on your case when you can’t afford to be distracted or slowed down by data problems.
The issues that can arise from internal scanning can have a financial impact on your firm. Time spent scanning documents can drag productivity in other areas, increasing your labour costs. You have recurring expenses such as equipment purchasing, maintenance, licensing fees, and IT support. There is also a liability risk from poor scan quality or mismanagement, which can extend beyond financial implications to causing damage to the law firm’s reputation.
The issues, challenges, and costs associated with internal document scanning can be mitigated with one cost-effective solution from professional external service providers such as Ash Conversions.
The Benefits of Outsourcing Document Scanning to Ash Conversions
With a cost-effective legal document scanning solution from Ash Conversions, you get consistent quality control, easy, secure access to your files, and document formatting specifically tailored to the needs of law firms.
We provide secure, regular document pickup and chain of custody, managed by staff who have undergone pre-employment security screening to establish Reliability Status (RS). This designation grants the right to access Protected A, B, and C documents and information for the Federal Government of Canada. Our team is also fully trained in security awareness skills and the proper handling of sensitive materials, with additional training provided to keep their knowledge and techniques current with modern practices.
Your documents are scanned into our system using Optical Character Recognition technology (OCR), virtually eliminating the risk of data entry errors. Scanning takes place at our secure facility, which is accessible only during regular business hours by authorized personnel.
Our cloud-based FileManagerTM system will integrate seamlessly with your Document Management System (DMS), providing secure, immediate access to digitized files for your team.
Ash Conversions is a longstanding, trusted document scanning services provider that always acts in compliance with the rules, requirements, and standards of regulatory bodies such as the SOC, ONGC/CGSB, PIPEDA, PHIPA, and CHIMA, bringing you peace of mind that your documents, information, and data will always be safe, secure, and treated with respect.
Start optimizing your law firm operations with a cost-effective solution from Ash Conversions. It only takes one phone call to get started, and the benefits will last for years to come.
Book Your Free Law Firm Document Scanning Demonstration from Ash Conversions Today!
For over 40 years, the business experts at Ash Conversions have assisted lawyers and legal teams in streamlining their processes, improving data accuracy, and building profits with tech-based systems designed specifically for law firms.
Our specialized professionals will take your team throughout the entire process, answer all their questions, and ensure they are fully trained on our secure, cloud-based file retrieval system. We also offer fast and friendly aftercare support, ensuring that you’re never alone when you need assistance.
If your firm operates in Ontario, be sure to read our detailed guide, Legal Document Management for Ontario Law Firms: Retention, Scanning, and Compliance.
For more information on how your law firm can benefit from a customized document scanning solution from Ash Conversions, schedule a demo by calling us at 1-800-719-9621 or by clicking the button below.
