It’s so important to have the right systems in place to enable efficient, ongoing management of your case data. Through the outsourcing of records and information management, your firm can enhance its capabilities in the most cost-effective manner.
Offsite document storage
The storage of case files and legal records can often get costly for companies, especially when done in-house. Improperly managed files can also hinder the support of ligation processes. Another concern is the inability to provide thorough disaster recovery to ensure that documents and files are protected from a range of threats. Professional records storage enables your legal records to be properly indexed, stored, tracked and managed for reliable and seamless access.
Digitizing your legal documents enables you to focus on cases and simultaneously reduce the amount of clerical work needed to do so. Electronic files can also be more easily shared than paper documents. Additionally, converting your legal records to a digital format allows for a reduction of the current overhead and administrative costs associated with managing a paper-dependent firm.
If your documents are already stored offsite in a records center, a scan on demand solution enables any files to be converted and securely delivered electronically. This can be especially advantageous for supporting time-sensitive litigation support requests. A full-service records and information management company can offer your firm a document scanning solution.
Proper data protection also prepares your company for discovery requests. Because your company’s records retention inventory also includes electronic documents, it’s important first to properly preserve this data and then have the ability to quickly locate and retrieve it in support of litigation processes. Digital data stored on backup media should be stored offsite in an environment that fosters long-term preservation and protection.
A professionally managed media vault offers a repository for safeguarding your electronic data. In addition to providing a climate-controlled environment specific to the preservation of magnetic and optical media, it also offers the following systems to ensure continuous protection of your firm’s data:
- redundant backup power
- video surveillance and access control
- NFPA standard fire protection
- magnetic shielding
- waterless fire suppression
- wind, flooding, and earthquake protection
While stored within a media vault, your electronic data is also tracked with barcode and inventory management technology, allowing for swift retrieval of legal information at any time to support litigation procedures.
Richards & Richards’ records and information management services provide law firms throughout the Nashville with a solution for meeting their litigation support needs.
For more information please contact us by phone or fill in the form on this page.