Finance & Accounting

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Benefits Administration
Payroll
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Legal

Records Management
Governance, Risk and Compliance
E-mail Archiving

Legal Department Issues

Whether in a corporation’s legal department or a private law firm, timely access to accurate and complete information is critical. The information may be within the organization’s contracts-agreements, business records, e-mail or other systems.

When this information is recorded only on paper, or possibly within old e-mails, securing it can be cumbersome, time-consuming and expensive. As increased emphasis is placed on achieving compliance with regulation the requirement to manage the retention of business records to an established policy is essential. Organizing, inventorying and tracking boxes of paper records, files within departments and items existing on individual desks is a difficult undertaking. Throw in management of electronic records, especially e-mail and frankly, many organizations come up short of their goals.

Organizations commonly have difficulties with records management of historical paper documents.

• Paper files grow bulky over time and are difficult to keep organized or audited
• File integrity suffers (misfiles and lost items) as paper folders are regularly worked and security is difficult to enforce with physical records.
• Records may be stored all across the organization, within varied file rooms and even at multiple off-site storage facilities, incurring direct expense.
• Sorting, inventorying, organizing and selecting records for destruction in keeping with policy is completely manual and time consuming—often not really getting done.
• There’s no practical “backup” to paper and many business records require long-term if not permanent retention.
• Typically with contracts or agreements, there is a need to find specific elements (text) within the documents and to collaborate with others such as in research – each and every task is difficult to accomplish
• Common methods for backing-up/archiving old e-mail leave it unsearchable, if not virtually inaccessible, leaving organizations vulnerable if required to comply with a discovery order.

DataBank Solutions for Legal Departments

We help our customers improve efficiency, enhance compliance initiatives and reduce risk by converting paper documents to digital and/or film images and consolidating business records, regardless of the original format (paper, film, electronic) within a single web accessible repository where access security and retention can be managed automatically. DataBank offers full document lifecycle management through a broad array of conversion services and solutions for information management/retrieval, including archival microfilm output.

You can improve your records management initiatives, increase the efficiency of information access and ensure compliance with pertinent regulations within the Legal Department and across the entire organization when your existing files are scanned and indexed by DataBank in our SAS 70 Level II certified (pending) operation centers and managed as digital images. Records are readily retrievable by key index values or by full text retrieval. Users can search for words and phrases within the documents to pin point their research.

When information is accessible online the ability to share documents and collaborate on projects is greatly enhanced. Stop physically filing updates and new document additions as these items may be added to the electronic folders or “file cabinets” as part of a routine service program, or readily accomplished by scanning at the desktop. Manage not only scanned pages, but Word, Excel, Adobe (PDF) and other e-forms you may have already generated in a single system.

Achieve your Legal Department Improvement Goals with DataBank

Our solutions will allow you to eliminate the clear challenges of working with paper resulting in measurable efficiency gains and improved accountability that reduces business risk. The list of advances you can make, driving benefits and advantages in your organization includes:

Document Scanning-Indexing for Legal Records

• Stop continuous paper handling, filing and re-filing in the department and organization
• Eliminate lost, misplaced documents, prevent further record deterioration
• Include your Office documents, whether Word, Excel, PDF, electronic forms and more, in one system
• Search by key values or complete “full text” searches for information within documents

Work Process Improvement for Legal Records

• Automate and track the routing and distribution of documents (contracts, leases, agreements, etc.) requiring approval and processing
• Collaborate to establish, approve and enforce document retention policies
• Share documents with colleagues and collaborate on projects
• Distribute employee communications regarding policy, etc. and audit reading compliance

Image Management for Legal Records

• Establish a centralized, unified electronic repository of all organizational records—offering on-demand access to required information
• Gain a comprehensive backup of critical business records supporting disaster recovery/business resumption efforts
• Facilitate permanent retention and/or automate retention policies according to establish business rules and policy
• Implement strict security controls to protect unauthorized access to privileged information
• Index and archive both e-mail and attachments within a single solution, allowing for rapid search and retrieval in support of research or e-discovery order
• Reduce storage costs and virtually eliminate any document loss (via disaster, fraud, etc.) by providing an electronic central repository for all records, e.g.,
• Contracts/Agreements
• Leases/Deeds
• Corporate documents
• Business records
• E-mail

Contact a DataBank Expert
To learn more on how DataBank can help you manage your documents more efficiently, lower your operating costs, and improve your organization’s access to information in a highly secure environment, contact us today.

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