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How to Solve the Top Legal Industry Problems

15 January 2017
Information Management, file, storage, organise

When it comes to the legal profession, conjured up images of what the media portrays often comes to mind. In TV dramas like Suits and The Good Wife, we watch these strong, brilliant characters fight hard, work passionately and make the tough calls. What they don’t show is the less glamourous side of law – the almost endless paperwork!

Records management presents four main challenges in the legal sector;

  1. Controlling data storage costs.
  2. Complying with laws governing records retention and privacy.
  3. Making records easily accessible.
  4. Keeping records safe and secure.

Not exactly the makings of the next blockbuster!

Overcoming these challenges is a major concern, as the entire industry is highly dependent on well-organised records. However, as specialists in the legal industry, our clients have communicated with us their daily struggles to stay on top of their data. As a result, our clients can now perform better as we help them store and access information with ease.

With increased pressure to stay competitive, the golden ticket lies in how effectively technology is used.

What does information management mean for you?

The legal industry operates with two major assets:

  1. the information they keep
  2. the employees handling said information.

While both come with risks, there are clear solutions to ensure security for both.

When you are on a roll in the office, nothing is as good as knowing where an old record may be and finding it quickly. Minutes matters especially when you are searching for time-sensitive data across an organisation.

Legal data management solutions cover the risk of cyber-attacks, data loss and security breaches. You can also confidently exceed auditing and risk management requirements.

Watch this video to see TIMG’s customised approach to covering clients’ data needs.

Legal records storage and retention solutions divide into two broad categories;

1. Complete File Storage

Information management helps clients manage data security risks. Law firms, home-based conveyancers, multi-partner firms and sole practitioners should be free from worries of records retention, storage and retrieval. With closed file archiving services, your information is secure and accessible at all times.

Here’s how TIMG makes it work

All you do is to place your files into the designated tubs and we take care of everything else. Easy. We even work with any existing barcoding system. We handle the files while you concentrate on your work. We take care of:

-packing

-secure storage

-barcoding

-secure file destruction

-all according to legal requirements

Complete Archiving allows you to control data storage costs. You get a smoother way of working and cost-savings.

2. Matter File, Will and Custodial Packet Storage

For closed-matter files, we recommend an online culling tool customised to legal industry needs. This tool aids in tracking for a more accurate audit trail. As we’ve all learned, when it comes to document access, time and accuracy are of the essence.

Reduce Costs

Ensuring easy and reliable access to data can save you money. Double the benefit! In fact, many of our clients are now more productive with their work due to the time saved just searching for files. This includes the ability to bill more hours in lieu.

There is no doubt that the need for sufficient storage space creates a major real estate problem for law firms. Not only do you have to invest in enough physical room, but adopt the right, flexible system that allows easy access.

Guard Your Data

Security is a major concern for legal organisations, as the information tends to be of sensitive nature. The optimal approach would strictly track storage sites. Only use an outsourced company that employs and trains security-vetted staff. These employees look after the barcoding of all your files, allowing access only to your authorised staff. If you are unsure, ask your information security company about their take on these measures.

In addition to keeping your information safe and secure, a guarantee on the shortest file retrieval time can make a world of difference when it’s needed most.

How to Control Access to Information

Being smart about your secured data and who you grant access to is key to ensuring safety and protection. Establish a secure environment by ensuring that only authorised individuals have access to storage.

At TIMG, we take information management to a whole new level with an optimal combination of technology and procedure. We use the latest CCTV cameras installed across all our storage sites, biometric sensors, encryption and tracking technologies to ensure only authorised personnel can get through to the record storage sites.

In addition to restricted access, top solutions include;
1. Barcoded individual files, which allows a better audit trail, no need to purchase extra boxes.
2. Urgent and easy file retrieval methods.
3. Specialised, secure and temperature-controlled storage areas to keep confidential documents safe.
4. Direct communication with local operations team.
5. On-demand document scanning facilities, and
6. Secure maintenance and transport of files by security-vetted, full-time employees. There should be no sub-contractors involved in the process.

The legal industry has taken a particularly keen interest in quality information management solutions as more and more are reaping the cost-saving benefits, as well as the security of having more reliable access to data. This could be the point of difference to give your firm the competitive edge. TIMG clients have certainly enjoyed these benefits mentioned.

Want to learn more? Contact the TIMG Team for a free consultation today!

 

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