Smart content management is the safest, easiest and most efficient choice for forward-thinking firms looking for secure document storage solutions
This article was provided by Kyocera Document Solutions
Paper documents are always at risk. Even under lock and key, they can be easily accessed by unauthorised individuals within your firm or a visitor who picks up a file by accident. Paper documents can also be misplaced, damaged, or even accidentally thrown away.
Forward-thinking legal practices are using secure document storage solutions such as Content Services to ensure their data is stored and accessed in a secure way. Here are 3 ways that you can improve the efficiency and security of your document storage with a smart document management solution.
1. Digitise your paper documents
Misplacing or losing a document is no longer a valid excuse when you can’t locate a client file. Your clients expect you to safeguard their data, but the records management risks of housing your own paper documents are too great.
Even if fire-proof, your file room is no fortress. Paper files can still be removed and never brought back. But with electronic data storage, you can significantly lower the risk of legal documents – such as matter files, wills and custodial packets - from falling into the wrong hands. Content management solutions feature end-to-end encryption to keep documents secure by preventing access by unauthorised parties and automatically backing up files in a centralised location (off-site or in the cloud) to ensure no information gets lost.
2. Automate workflows
Content Services can automate workflows, providing quick access to all relevant documents, contracts, evidence, and correspondence with just a few clicks. This automation eliminates the need to sift through piles of paper, whether in the office or working remotely, enhancing collaboration and case management.
Legal cases often involve many stakeholders, including solicitors, clients and barristers. Content management software streamlines collaboration by allowing secure sharing of legal documents, simplifying tasks such as contract reviews and case strategising. This makes teamwork more efficient and fluid. Additionally, the right document management solution reduces administrative burdens, minimises errors and ensures everyone can access up-to-date information.
3. Track document access
Beyond simply protecting who can access information, Content Services solutions enable you to track who accesses a document, what part they accessed, when it was accessed and how they accessed it. This gives you greater visibility and transparency and helps your legal practice ensure that confidential client and case information remains secure, even after granting access rights. And by knowing every time a document is accessed, you can ensure that your firm’s security policy works according to plan and that staff have the correct permissions.
The right digital document management system allows your firm to trace all actions and eliminates the risk of losing, damaging, or destroying a document. In the end, this is crucial not only for internal practice information but also for protecting customer data. Discover how Kyocera's tailored legal services solutions can enhance your firm's security and support your journey into the future of law.
