The digital divide is a term that usually refers to the inequalities between different groups in terms of access to, or use of, computer technology. But this divide impacts more than just individuals. It seems that companies are either early adopters to digital document storage or they continue to cling to paper files. For law offices, the difference between digital and non-digital file storage can mean that one office is far more productive and efficient than another.
It all begins with document scanning; which can be an enormous task for any law firm, but it can also be outsourced to a team of professionals. Many document scanning companies have specific experience in the legal community and know how to organize and archive digitized legal documents. Just like paper files, each digital document has a specified location that pertains to a case or client, as well as administrative rights within the system. Secure online storage allows management to specify which documents can be viewed by which employees so that sensitive information remains confidential.
Once all the organizational goals are met, digital document storage professionals can help with encryption, automatic back-up and online storage. From an organizational perspective, a digital file appears the same as a paper file, but it is much more flexible. For example, offices that choose online storage systems are able to access their important client information from any computer with an Internet connection. This allows employees to work remotely and access important file from the road. It also makes it much easier to physically move the office in the future.
Financially, the benefits of document scanning and storage begin to reveal themselves quickly.The office saves money on paper, toner and other office supplies, and associates are more productive and efficient. Creating a cohesive structure for file sharing and storage makes it easier to identify and retrieve the necessary files without paper, printing or photocopying.