Law firms are continuously evolving, grappling with challenges that include integrating remote workforces, transitioning to digital-first recordkeeping, and meeting the increasing demand for 24/7 access to information. To remain competitive and compliant, firms must navigate and adapt to these hurdles.
Continue reading to discover solutions for overcoming these challenges, elevating productivity and profitability within your firm.
Ongoing Obstacles Faced by Law Firms
Streamlined records management practices within a law firm are essential to uphold client trust, improve attorney productivity, fulfill legal obligations, and minimize the risk of liability. Here’s a look at some of the information challenges that law firms today are facing.
Need for 24/7 Access to Information
Real-time access to information is crucial. Whether you’re at a global law firm or a multi-state law firm, you simply cannot rely on a single repository for your information—especially with today’s work-from-home workforce. Firms must be able to access files anytime, anywhere, and deliver the information to clients as soon as possible, in a secure method.
Strict Security Measures
The American Bar Association’s Model Rules of Professional Conduct states that “A lawyer shall not reveal information relating to the representation of a client unless the client gives informed consent …” and that “A lawyer shall make reasonable efforts to prevent the inadvertent or unauthorized disclosure of, or unauthorized access to, information relating to the representation of a client.”
Because of the highly sensitive and confidential information that law firms deal with, every file must be protected and secure—whether delivered electronically or from physical storage. Firms should have chain of custody reports in place, so client information is only viewed by those who have access privileges.
Growth of Electronic Records and Compliance
The amount of data in a law firm’s systems is growing exponentially; in addition to the fact that paper records have remained constant. While courts are embracing digital records, there is still a need for firms to hold on to paper files, which makes the records management process complex. As a result, firms need to adopt a hyper-vigilant approach to retention guidelines, ensuring compliance with privacy regulations across the entire information lifecycle, encompassing digital, paper, or scanned records. Ensuring compliance is not just an option for law firms; it’s imperative.
Limitations of Full-Scale Digitization
The great debate continues, paper records versus electronic. While digitizing records is beneficial, it isn’t a one-size-fits-all solution. Here are some reasons why:
- Security Concerns: Digital storage systems can be vulnerable to hacking and cyber-attacks, especially when they are outdated or no longer supported.
- Technology Dependence: Over-reliance on digital systems can be problematic during power outages or system failures.
- Cost and Complexity: Implementing a fully digital system can be expensive and complex, especially for larger firms with extensive records.
5/7 Leveraging Your Data: A Journey Through 3 Essential Information Gates
Join our upcoming webinar, where we will guide you through the essential steps to be successful in the age of digital information. The Three Gates to Digital are your roadmap to harnessing the power of technology, improving efficiency, and achieving…
Your Solution to Overcoming Records Management Challenges
It’s time to take control of your firm’s records management challenges by working with an innovative and trusted partner who can support the complex needs of your firm. By taking control of both physical and digital records, Access Unify™ provides your firm with a responsive, integrated, and comprehensive records management strategy that ensures compliance.
With a technology-infused suite of services that leverage cloud and AI technologies for digital workflows, files, content, and data, Access Unify provides a smooth experience that will empower your staff with around-the-clock digital document access. Let’s take a look at how it works.
- Swift digital delivery of your physical and digital active files in under four hours with Active File Service.
- Extract documents, content, and records from legacy systems while meeting information governance requirements with Secure Compliance.
- Improved document identification, categorization, and management with machine learning AI Auto-Classification.
- Extract important keywords from every document and deliver relevant indexed data with AI File Indexing.
The Access Unify solution can also help your firm save on overall operating costs by reducing your real estate footprint, optimizing attorney productivity, accelerating your response times to clients, and securing access to your information, from anywhere.
Are you ready to go beyond traditional information management? Learn more about how Access Unify can help modernize your law firm with a suite of fully integrated digital and physical information management solutions.
