INFO UPDATE - LEGAL ADMISSABILITY
There has been a lot of talk in the legal sector about the most effective way to store closed client files. Traditionally paper has been stored in basements, attics, garages and lock-up units.
These options leave a lot to be desired! Some Firms have ‘outsourced’ the problem to storage companies but complete safety and security can never be guaranteed.
Questions need to be answered such as, how safe is the paper from fire and flood, how quickly and how much does it cost to retrieve a file and will it be rearchived correctly?
The modern approach to this problem is to hold files electronically. The potential for storage and retrieval are superb.
Scanning can be carried out in-house or by using a specialist scanning company. It must be noted, however, that while the in-house option might seem to be an attractive option, there are a number of potential problems with this approach. Scanning is a very boring job, so recruitment and retention of staff can prove to be difficult.
The scanning and subsequent destruction of documents would be foolhardy if scans were not acceptable in court or by the Law Society. The fact is that the Law Society are satisfied with scanned images of documents, firstly because they are as good as photocopies and secondly because they are harder to tamper with than paper files. In their Solicitors Code of Conduct they state:
“Original documents, such as deeds, guarantees or certificates, which are not your own property, should not be destroyed without the express written permission of the owner.
“Where the work has been completed and the bill paid, other documents, including your file, may be stored, for example, on a CD ROM, computer system or microfilm and then destroyed after a reasonable time.”
HM Revenue & Customs also accept scanned records.
It would seem that scanning is the most logical step given the ultimate security and full accessibility that it provides but cost must be considered.
Storage appears to be the cheapest option but who amongst us remembers to sanction destruction of closed files at the end of seven years. Also hidden costs such as retrieval and re-filing can mount up quickly.
With scanning the initial cost may be more but once paid there are no
more charges. Instant access to millions of pages is possible on a normal
PC.
The debate is on – Ian Hudson
Please feel free to make your enquiry below.