The last thing you want to do is make a mistake in your legal office. One way to avoid them is by digitizing your documents, but there is room for error when taking this step. Whether all your files are still paper or you’re working with an ineffective system, know the five ways to avoid common legal document scanning mistakes to protect your business.
Scan All Important Legal Documents
When scanning documents for your client, you don’t want to miss any that you will need in court. Forgetting an important piece of evidence can make or break your case. When you scan your legal documents, you can easily keep them organized and available in one place.
Pro Tip: Go paperless! The more documents you scan to your hard drive, the less paper waste you’ll have to deal with.
Redact Before You Scan
Any mark you make on a document will show up when you scan it. You can easily redact information from your legal files before you scan them, making it impossible for anyone to uncover what was written there. While it is still possible to make redactions once you’ve scanned your document, it is more secure to do so beforehand.
Encrypt Your Documents
Digitizing legal documents in your office is especially important because it makes them harder to destroy. Further, you can encrypt your files to secure them and prevent anyone from altering them. Additionally, with encryption, you will be able to tell who has accessed your files and when.
Save Documents in Multiple Formats
Once you’ve digitized your files, save them in multiple formats. You should have client files and other pertinent business files as PDFs on both internal and external hard drives. Further, you can save these documents to a cloud service, which will also allow you—and potentially others—to access them remotely.
Hire a Professional Document Scanning Service
To ensure that every file in your office scans properly, use a professional scanning service. Experts at Scanstrong will help you save time, money, and space in your office. We know the ways to avoid common legal document scanning mistakes and can guide you through the process. Our legal document scanning services help you protect your most important files from loss, theft, or fire. Get started today by contacting us for a quote.