Legal Document Scanning Services Enable Law Firms to Access Documents Remotely and Securely
Confidentiality, security, and trust are the mainstays of the legal profession. Law firm processes are highly document-intensive and location-specific.
Legal professionals handle a variety of documents ranging from contracts, agreements, case files, trusts, investigation reports, affidavits, court submissions, sending notices, and more. These documents contain highly confidential information about the family, finances, employment, and even the health of their clients.
Law firms have been reluctant to adopt digitization and cloud technologies, primarily due to data security concerns.
Scanning legal documents is the starting point of digital transformation for legal departments and law firms. But how do you ensure that legal information is scanned securely and stored with tight access controls to authorized personnel only?
Challenges for legal firms in adopting digital technology
Information security: Clearly, security is one of the main challenges legal departments and law firms face in the shift to digital. They must maintain the highest level of confidentiality and security to protect client information. When digitizing sensitive documents, it’s crucial not to lose any document and prevent non-authorized persons from accessing confidential information.
Meeting compliance requirements: During any digitization initiatives, it is also crucial to meet many compliance requirements that govern the handling of legal documents. For example, there are strict regulations on the life of legal documents, i.e., how long each document has to be retained and preserved for reference in the event of litigation.
Storing and managing documents: Legal professionals refer to voluminous law books to find relevant points for their courtroom arguments on legal cases. Therefore, they need large office spaces to store these law books and case-related documents. Once law firms decide to digitize their records, they face a similar challenge in storing digital documents securely and affordably.
Information access and retrieval: Once documents are scanned and saved in digital format, they must be easily accessible via a robust search functionality. Lawyers need reliable retrieval of documents when cases demand specific documents or records. A robust document management system with accurate document classification and indexing is essential.
Remote and secure access to information: COVID-19 lockdowns and restrictions on movement severely impacted the legal industry. Courts were closed; physical, in-person hearings stopped for many courts. E-hearings via video conferencing and online collaborative tools became the norm. Lawyers who had never before worked remotely were suddenly unable to make it to their offices or the courtroom. Law firms underwent an almost overnight shift to remote work!
In the post-pandemic new normal, we are moving toward hybrid work models that will require remote access to information without compromising document security.
The shift to digital is no longer an option for law firms—it is now a necessity. The solution to overcoming these challenges? Work with a reputed document scanning services provider with experience in scanning legal documents. Next, deploy a robust document management system to make legal documents accessible from anywhere, at any time, even on the go!
Revolution Data Systems digitizes documents and efficiently builds data structures around scanned image files using automation. We make digitizing and managing documents easier with data storage on the cloud. Cloud storage also helps save expensive office space and reduces paper and printing expenses for the organization.
Specialized legal document scanning services in and around Louisiana
RDS scanning teams meticulously safeguard confidential, sensitive or delicate documents throughout the scanning process.
We arrange for proper sorting, packing, and storing your documents in boxes for transferring them to our facility for scanning. Documents are scanned and digitized using high-speed scanners at our secure scanning facility. Digital files are stored according to your requirements on the cloud or on-premises and the original paper documents are then transported back to your location. We ensure the documents are returned to their designated storage area or appropriately destroyed if their retention schedule has expired.
Our document scanning service bureau is located on Highway 59 in Abita Springs, Louisiana, about 2 hours away from Jackson, MS, and Mobile, AL. Our team can provide scanning services throughout the Gulf South, in Louisiana, and locations in Mississippi and Alabama.
Louisiana: New Orleans, Baton Rouge, Lake Charles, Lafayette, Hammond, Mandeville, Covington, Port Allen
We highly recommend outsourcing your legal document scanning to our specialized scanning teams for high-speed, secure legal document scanning services.
We handle large back-file scanning projects as well as day-forward scanning of incoming documents like inbound mail. We also offer onsite scanning if you have large volumes of historical, fragile documents or when documents cannot leave the premises due to stringent regulatory compliances.
If you opt for onsite scanning, we set up our scanning equipment within your office premises, along with a dedicated team consisting of a project manager and technicians.
Choose Revolution Data Systems for legal document scanning services
Revolution Data Systems (RDS) specializes in document scanning services and intelligent business process automation. RDS offers scanning services to digitize documents of all kinds such as paper, microfilms, microfiches, bound books, large-format documents.
Our high-speed, production-grade scanners scan, digitize documents, providing high-resolution, excellent quality output. We offer cloud document management software to provide secure access to your data from any location or integrate them with other third-party IT systems your firm uses.
RDS scanning experts understand the challenges and complexities of legal document scanning and conscientiously safeguard sensitive and confidential documents throughout the scanning process.
We regularly execute successful scanning of large volumes of back-file scanning projects on time and within budget for our esteemed clients.
Gear up to convert your law firm or legal department to a paperless setup. Choose Revolution Data Systems as your legal document scanning partner.
