Managing a Legal Practice’s extensive case files can be overwhelming, especially when it comes to ensuring secure legal records storage and their timely destruction. Often, these files are stored according to client contract numbers, resulting in cartons containing documents with varying destruction dates. This makes it challenging to identify which records are eligible for destruction, potentially leading to compliance risks and increased storage costs.
The Problem
Legal Practices must securely store vast amounts of case files until they meet retention requirements. However, the traditional method of storing records by client contract number means that files with different destruction dates are often mixed together. This makes it difficult to pinpoint and securely destroy records that are legally eligible for destruction.
Our Approach
DSM provides an innovative solution to streamline your legal records management process. We assist Legal Practices in sorting through their archives and re-boxing files based on their destruction eligibility year or unique client identification. At the end of this engagement, your firm will receive an up-to-date file-level listing, enabling accurate and efficient records management for defensible destruction.
Key Advantages
Identify Destruction Eligibility with Ease: Using data from your existing database and retention schedule, DSM accurately identifies records that are ready for destruction.
Simplify Box-Level Destruction: We sort records by their destruction eligibility year, making it easier to manage retention and destruction processes.
Cut Costs and Mitigate Risks: Initiating the prompt destruction of eligible records helps reduce storage costs and minimise risks related to legal discovery, audits, and compliance.
Enhance Find Rates: At the end of the project, you’ll receive an up-to-date file-level listing, ensuring precise and efficient records management for your law firm.
GDPR Compliance
The General Data Protection Regulation (GDPR) has set a new standard for data privacy, and Legal Practices must ensure their records management practices are compliant. DSM helps Legal Practices navigate the complexities of GDPR by providing solutions that ensure:
- Lawfulness, Fairness, and Transparency: Personal data is processed legally, fairly, and in a transparent manner.
- Purpose Limitation: Data is collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
- Data Minimisation: Only data that is necessary for the intended purpose is collected and processed.
- Accuracy: Personal data is accurate and, where necessary, kept up to date.
- Storage Limitation: Data is kept in a form which permits identification of data subjects for no longer than is necessary.
- Integrity and Confidentiality: Personal data is processed in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage.
By aligning your records management with GDPR principles, DSM helps your firm avoid hefty fines and reputational damage.
Digitisation Capabilities with DSM
In addition to physical records management for law firms, DSM offers comprehensive digitisation services that can transform your document handling processes:
- Scan-On-Demand: This service allows you to digitise documents as needed, providing instant access to your physical records in digital format.
- Scanning as a Service: This service allows you to outsource your ongoing in-house scanning activities, freeing up internal resources and time.
- Bulk Scanning: Convert large volumes of documents into digital format efficiently, which is ideal for businesses looking to transition to a paperless environment.
- Large Format Scanning: Digitise oversized documents such as blueprints, maps, and technical drawings for easy storage and access.
Key Benefits of Digitisation
- Scalable Solution: Our digitisation services can scale with your firm’s needs, whether you require on-demand scanning or bulk conversion.
- Instant Access: Digital documents can be accessed quickly and securely, enhancing collaboration and productivity.
- Enhanced Collaboration: Digital files can be easily shared and collaborated on, improving workflow efficiency.
- Risk Reduction & Compliance Made Easy: Digitisation helps reduce the risk of data loss and ensures compliance with industry standards.
- Cost Savings & Space Optimisation: By reducing the need for physical storage, your firm can save on storage costs and optimise office space.
Contact Us Today
Don’t let records management be a burden on your Legal Practice. Transform chaos into compliance with DSM’s cost-effective solution.
