Legal Document Scanning Services

1. You determine what documents you need to access regularly, or documents you need to retain for ongoing or past litigation. During this step, it’s important to make sure documents stay organized, as that organization will be the framework for the way they’re organized digitally. Typically, this step in the process takes up the most time.

2. Contact Record Nations at (866) 385-3706 or fill out the form to connect with service providers in your area. They will provide you with free quotes and you get to choose the provider that best fits your needs and budget.

3. For the scanning steps, there are two options. The first, and most economical, is an offsite option. You sort all of your documents into boxes, and a professional scanning company picks them up and transports them to their scanning location. Once there, the documents run through industrial-level scanners that can accurately scan hundreds or thousands of documents in just hours. The other option, which might be a necessity for some practice, is an on-site scanning service. In this case, a scanning company brings their scanners to you, and they complete the process at your practice’s location.

4. Once the documents finish scanning, the scanning services upload them to a cloud or server-based index. These services come with a variety of features, and you can pick the ones you feel are the most valuable to your practice. Common features of a document management system for legal practices, offered by our partners, can be found here.

5. Finally, you decide which documents you can shred, and which you need to store. For legal documents, this will typically come down to federal, state, county, or city retention requirements.

All of our legal document scanning service providers meet or exceed all requirements made by all state and federal regulations, including SOX and HIPAA.

On average, it costs around 7-12 cents per page. However, the price will depend on how many documents you have, the complexity, and any other special requests. You will get an accurate price quote from your service provider after contacting us with the details.

This will depend on your documents’ retention period. If you no longer need them, your scanning service provider can shred your legal documents for you. However, if you still need to keep the paper copies, we recommend using off-site storage in case of a disaster, data breach, power outage, etc.

If you need digital storage, Record Nations partners with a variety of cloud storage and DMS service providers that can set your firm up with a secure digital storage option. Read our article for an in-depth comparison to help you decide which option is best for you.

Yes. With the help of OCR technology, you will be able to search, edit, and share your digital files. In addition, we also offer redaction services so you can redact any sensitive information on your legal documents.

Here are some types of documents that lawyers may find beneficial to scan:

1. Legal Pleadings and Filings

2. Contracts and Agreements

3. Correspondence

4. Legal Research

5. Discovery Documents

6. Client Records

7. Evidence and Exhibits

8. Case Files and Notes

Our service providers can provide the following services:

• DMS or Cloud Storage

• Access Controls

• Encryption

• Version Controls

• Remote Access

• Disaster Recovery

• Redaction

• Indexing

• OCR Scanning

• and more!