Storing boxes of legal files in offsite storage facilities sounds like a good idea, right? After all, that’s how it’s been done for decades. Savvy law firms are discovering a far more efficient way to secure record management–– they know document scanning allows them to easily retrieve files at a moment’s notice.
While you could say, “if it isn’t broken, don’t fix it,” the truth is you’re missing out of a slew of advantages digital documents offer if you still store boxes of documents offsite. We’re talking time, resources and $$ saving benefits you don’t get with conventional storage methods. Here are our top seven reasons for making the switch to scanning:
Eliminate Costs of Records Storage
According to an independent analysis conducted by Legal IT Professionals, an online magazine dedicated to legal technology news, it costs $57.52 to prepare, pack, pick-up, and store one box of files when you send it to an off-site storage facility. Those document storage fees sound reasonable… until you realize they do not include the cost, time and labor of your staff and/or the storage facility to locate and retrieve the box, then return it to the storage facility when you’re done.
No More Lost Documents
No firm wants to be part of the mind-boggling statistic saying 7.5% of all paper documents are lost forever. In a legal firm, that’s practically a crime. Document imaging eliminates this problem. Need we say more?
The biggest benefit of document scanning is instant access. Just imagine – it’s the middle of the night or a long holiday weekend. You need a file, but obtaining storage boxes of files from a facility requires emergency retrieval, adding to the already high cost of the service. On the other hand, once your documents are scanned, there are no future costs. Instead, simply insert the thumb drive or disk containing all of your documents into your computer or upload the documents to your network if your staff needs access, and bingo! You’ve got immediate access with no waiting around. You can even upload the documents to the cloud for access from any computer/laptop with an Internet connection.
Meet Disaster Recovery Goals
The elephant in the room no one wants to talk about is disaster recovery of your files if fire or a natural disaster occurs. If you store your files onsite, you could be facing a huge problem. But with document scanning, you can store the data in the cloud for access from anywhere at anytime, including right after a fire, flood, earthquake or other natural disaster. We recommend keeping multiple copies of the disks or thumb drives in different locations since the devices take so little storage space. Keep one at your home, one in the office and another in your safety deposit box so you keep downtime after a disaster to a minimum.
Avoid Waiting Until Records Are Inactive
Document scanning simplifies the work involved on current cases, too. Rather than searching through hundreds or thousands of pieces of paper, simply review the digital index for that case and access the document immediately. This provides flexibility to work on the case without having to carry heavy boxes of files home or frantically searching for that one file before you can leave the office.
Local and Low Cost in Seattle, Washington
AIB is a locally owned business in Seattle, so it’s easy for us to handle your document scanning needs. We don’t have account managers who lose track of what’s going on with your project. Plus, we don’t have the high overhead costs of nationwide marketing or miles of shelving space to store all of those boxes. So, we pass that cost savings to you. Typically, our clients save up to 40% of the costs the large, impersonal storage facilities charge for similar services.
One-Stop Doc Scan Service
Our clients love the ease of our document scanning services. We handle the job from start to finish, including retrieving the boxes of files, scanning all documents, indexing the contents, providing a device with all of your files on it and destruction of your files, if you so choose. Add the scanned documents to your server for multiple people to work on, or you can work directly from the device we provide to instantly access the documents you need.
Here’s what our clients say about our scanning services:
We think being proactive about paper storage is the wave of the future, and there’s just no need to store hard copies of documents when there’s a more efficient way. That’s why relying on AIB’s digital scanning services was a smart move and a good investment for us. They’re reliable, and it saves storage costs. Without scanned files, it could take a week to 10 days to get a file. Now, we instantly access the files from the thumb drive AIB provides to us. Plus, their friendly and approachable manner makes it easy to work with them.
Carey & Lillevik Attorneys at Law
AIB’s scanning services are great! They pick up our boxes about once a year and return with a thumb drive containing all of our files. Everything is organized the way I want it. I upload the scanned files to our secure server, and anyone in the office can instantly retrieve any document. We could do the scanning ourselves, but this way, our staff isn’t tied up at the copier all day. Plus, because of AIB’s custom interface, I can just search for the client’s name or narrow down the results based upon customized criteria that I set up with AIB. I don’t even have to leave my desk to access the files. Otherwise, to get files out of storage, someone has to drive there, search for the files in a room with one light bulb, and then bring the file back. Now, I just click on an icon, and instantly, I’ve got access.
Linn Schisel & DeMarco
It’s exciting to find a company that’s as easy to communicate with as AIB. When I use them to document and scan my medical records, I feel valued as a customer. When they were scanning my files, I had a patient request a record. AIB was quick to pull that information, put it on a disk and get it to me so I could hand it to my patient in a timely manner. They’re friendly and very professional. That’s rare today when most businesses rely on a robo phone to do business.
Afia Menke, ND