Legal File Management system

Written by Posted On Tuesday, 30 October 2018 03:38

Start with basic data such as the products or services you supply, the type of business, details of directors, critical dates. Add more later on as you realise the benefits from having valuable information at your fingertips.

Security of Access

You can choose to limit those who are permitted to access and update the database - by implementing a method of user identification and password control. So you decide those in your business who are allowed access. And keep out intruders!

You may decide that some people only need "read only" access. So they can look at information but cannot update it.

Now Onto Document Scanning …

Some businesses start with document scanning because of a special need. Possibly they’ve a physical storage problem and see the advantages of electronic filing. Most though tackle document generation first.

Either way you’ll only realise the full benefits from a document management system when both these aspects are fully integrated.

First you need to choose the scanner and this will depend upon several factors …

The daily volume

The type and size of documents to be scanned

Who opens the mail

Who decides who sees what

What sort of network you have

legal files document management system Whether you intend to scan your existing paper files

If your volumes are very small then a low cost flat bed scanner costing less than £100 should suffice. This typically takes up to 1 minute to scan an A4 page. So check your average daily volume in terms of number of pages and you’ll soon see the time it will take each day.

For larger volumes a 15, 25, 40 or faster page per minute scanner with sheet feed will be needed. Many scanners have an optional flat bed too and this is recommended for thick documents, odd shaped or torn pages that cannot be accommodated by the sheet feeder.

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