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Archiving - The solicitors problem
Indexing, archiving and ready access of information from archived files is a key
requirement for many firms and it is not unusual for solicitors firms to encounter
problems with document storage & retrieval.
Storage space is expensive and, for firms that undertake large volumes of residential
property transactions, storage costs are likely to increase with the introduction
of Home Information Packs in June 2007.
A paperless society is unlikely ever to exist. Certain documents and files need
to be kept in hard copy, often for long periods. Office space is at a premium and
off site storage has become the norm for many firms.
Conventional off site methodologies of storing files in banker’s and/or similar
boxes provides for the movement of files subject to relevant retrieval service standards
and the associated transactional cost of locating and transporting files. Whilst
conventional off site storage appears cheap and convenient the cost implications
of the retrieval services can be relatively high. In addition, there is an element
of risk, as the file may not be returned to the correct banker’s box and/or the
correct filing site.
Many solicitors will be familiar with a story of a missing paper file, the content
of which is key to the matter in hand and the implications of non-accessibility
are serious.
Delays in obtaining a stored file may cause difficulties with clients, which in
turn can damage long-standing client relationships. Large firms may have the scale,
volume of work and profitability to create their own technology led solution to
their file archiving requirements. However, many smaller firms continue to rely
upon the conventional banker’s box storage and retrieval services that were created
before the technology and digital revolution took place.
Banker’s box services are typically offered as follows:
The Standard Service
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High Storage Prices |
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Same Day/Next Day Retrievals at Standard Prices |
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4 Hour Emergency Retrieval Service at Premium Prices |
Deep Storage
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Lower Storage Prices |
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48 Hour Retireval Service at Higher Prices |
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No Emergency Service |
Logicstore - The solicitors solution
However, there is now another, better way of providing archiving services to firms
of solicitors. Logicsore understands the file indexing, scanning, retrieval and descruction issues
that many firms of solicitors face.
Logicstore exists to provide intelligent file indexing, scanning, archiving, retrieval
and destruction solutions for firms who wish to outsource their archiving requirements
and benefit from 21st Century technology via the touch of a button.
Whatever the reason for the access, ready, ideally instant access of the information
and knowledge contained within a file would be an ideal requirement for many firms.
Not only would this save time and minimise risk but also it would help to reduce
costs, increase profitability and allow a more efficient service to clients. The
latter being an important differentiator in competitive times.
Some conventional storage companies have recognised that the digital age now allows
scanning and imaging of files and now offer some scanning services in addition to
the conventional service. However, Logicstore has recognised that a firm not only
requires an affordable, competitively priced local service, but also a service that
provides:
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Unique individual flat pack filing boxes for each file or series of files (not mixtures
of different files in a banker’s box) |
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Security sealing of boxes |
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Local off site archiving |
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Choice of fire proof cabinet archiving and non fire proof archiving |
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File identification system to match existing methodologies |
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Collection of files |
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Scanning and indexing |
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Archiving of files |
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High security on line availability and CD production of scanned files via existing
filing methodology |
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Powerful search facilities |
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Tracking of the whereabouts of a file |
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Retrieval and delivery of files with different service levels |
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Re-collection and re-archiving of files |
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Destruction of files |
Logicstore puts control back in the hands of the firm – not in the hands of the
storage company - and most, if not all, archiving costs can be passed on to clients
as disbursements instead of being a drain on a firm’s profitability.
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:::: Logicstore Will Save You Money & time and Will Improve Efficiency ::::
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