Legal Case Study

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Document Scanning – Legal Case Study

Client – A leading firm of Solicitors

Service(s) provided – Document Scanning

The Problem

The solicitor based in the North West had a number of archive boxes in a dedicated document storage unit that needed to be stored for 15 years. The solicitor investigated cost cutting solutions to their long term storage requirements and looked into scanning all archived and ongoing files. The option to scan their files provided a saving of £2000 and an opportunity to streamline their document management systems.

The solicitor had a monthly budget for their document management and so needed a service that would fit into that budget.

The Solution

Topwood undertook a free trial of a typical archive box and returned the scanned images within 1 week for the solicitor to view. Once approved, the boxes were collected and put into temporary storage free of charge. Scanning and syncing the files to their SharePoint site for the remainder of the boxes continued

All boxes are barcoded allowing quick retrieval from storage. When a specific file was requested, Topwood picked that file from storage, scanned and uploaded for the solicitors to view online. All boxes are barcoded allowing quick retrieval from storage. Files are uploaded directly into their SharePoint site where lawyers can search, view and download their files instantly.

Topwood provided a flexible solution to make sure that the monthly budget was maintained by only scanning syncing the images with SharePoint on a monthly basis. The solicitor was not charged for storage whilst we scanned the files.

Client’s Response

“Not only have we reduced our costs but we have improved our efficiency. The whole process has been streamlined and Tom has put forward some great ideas to the Partners for the future.” – Office Manager

Legal Case Study