Pearl Document Scanning Blog

News and updates related to the document scanning industry.

The future of the legal sector

Paperless solutions are not a new concept; the idea has been around for many years, but it has only been this last five years or so that the idea has been one that many have thought about as realistic

News stories about businesses pioneering the paperless movement and operating solely digitally have brought the idea to the forefront of people’s minds. And the latest story that’s got the paperless industry talking refers to legal document scanning.

Solicitors and lawyers have long been associated with paper documents. Numerous files and folders complete with statements, evidence and notes have been dragging the law industry down for many years. However due to increasing caseloads and stagnant staff levels, a city in Texas has decided to make the switch to digital practices and utilised legal document scanning in order to achieve paperless court case management.

Pearl Scan's legal document scanning services offered to organisations throughout the UK, including Manchester, London and Birmingham.

The Texan legal industry has used their available resources and used a professional company to undertake all of their management of documents in order to digitise them and encourage them to implement digital processes going forward – and it has had incredible results in just a short period of time.

Prior to implementing the paperless movement, employees experienced a number of issues managing paper processes. Documents in the law sector are obviously passed on from person to person, meaning it wasn’t uncommon for important files to go missing, be misfiled or even be absent from courtroom proceedings. This even resulted in constituents not receiving essential notifications from the court. However since the digital transformation, the industry has turned on its head.

Now court employees receive instant and secure access to court documents when and where they need it, all documentation is connected which allows for processes to be streamlined and provide instant access to information for staff, and information is able to be sent directly to judges, attorneys and constituents should they need it – safe in the knowledge that these documents won’t go missing, and even if they get deleted by the recipient, there is always a backup available to be accessed instantly.

So successful has the process been, that all courtrooms in Garland are now completely paperless

Record requests, prosecutions, warrants and even judges’ final sign-off on court documents are all paperless, which has not only helped to improve the city’s business processes, but has created a quicker and more efficient process in order to ensure it is able to serve its constituents and stakeholders in the most effective way.

Do you think a whole paperless legal sector is possible worldwide?

Find out about our legal document scanning services.

Why legal document scanning is revolutionising law firms

Pearl Scan's legal document scanning services are helping law firms throughout the UK, including Manchester, London and Birmingham revolutionise their business.

Legal firms typically produce and rely on large amounts of paper work in their day-to-day operations. However, in an industry that needs to access and analyse this information in a short space of time, traditional methods of document storage can prove to be detrimental to their operations. Pearl Scan’s innovative legal document scanning service is revolutionising law firms across the country, enabling entire catalogues of data to be located and examined in just a matter of minutes.

Pearl Scan has been providing document management solutions to a range of industries for over a decade, using document scanning technology to provide highly efficient solutions for data storage and retrieval. Using its dedicated scanning facility, the company can digitise case files, police reports, mortgage documents, death certificates, wills, disclosure documents and more, turning them into text searchable PDF, TIFF or JPEG files. As well as saving time on searching for documents, choosing to digitise these files means that they can be safely and securely stored in a virtual format, without risk of destruction or being misplaced.

Naveed Ashraf, Managing Director at Pearl Scan said,

“The legal profession uses and creates a lot of paperwork, resulting in many firms needing to pay for external storage facilities. Not only is this a waste of money, but also it limits access to archives of information - information that could mean the difference between winning and losing a case for a client. With our legal document scanning service, huge amounts of data can be searched and analysed at the click of a mouse, improving efficiency and productivity for law firms.”

Pearl Scan has a long experience of document scanning for the legal sector, launching Pearl Scan Legal in 2011 in order to focus its services specifically for the legal profession. The specialist document scanning company is ISO 27001 certified, meaning that is has passed an audit of its security standards. Sensitive data remains safe with Pearl Scan.

Ashraf continued,

“We can save legal practices huge amounts of time and money with our legal scanning services, revolutionising the way in which they operate. I urge any company that is feeling limited by its traditional document storage process to get in touch with a member of my team, to see how we can help.”

Learn more about our Legal Document Scanning Services HERE

Paperless Courts Speed Up Justice

It seems that no industry is untouched by the current drive for going paperless, and although the goal set for the NHS may be the most high profile case of embracing document digitisation, the legal industry also has plans to adopt a paperless system, enabled by the use of legal document scanning. In 2013 it was announced that £160million was to be invested in the development of ‘digital courtrooms’ and better, more secure IT systems to help implement this change. Three years later, it seems that the improved efficiency that was envisioned by developing these digital courtrooms has in fact been realised by the courts that have trailed this new technology.

What is a digital courtroom?

The money invested by the government into the justice system is being used to give traditional courtrooms a ‘digital upgrade’ in order to handle cases more quickly and efficiently. This includes:

  • Supplying a majority of the courthouses with good quality Wifi. This will help every member of court staff to access relevant documents easily.
  • Installing Court Presentation and Collaboration Software which will allow even the most complex of Crown court cases to be navigated easily.
  • Installing Digital Evidence Screens which will allow the defence and prosecution parties to display their accompanying documents much more clearly and quickly while also reducing the risk of important files being lost or damaged due to the fact that they will be stored digitally when using this process.
  • Investing in better IT systems when needed, to support these plans for a paperless court system.

What are the benefits for the justice system?

Having improved access to the legally admissible documents used as evidence within a court case can ultimately speed up justice, while also improving the accuracy of the decisions that are made. With accurate, legal document scanning, every file is stored safely and securely in its digital format, available whenever it is needed. With a digital courtroom, waiting times are vastly reduced which benefits both the convicted party and the entire legal system.

Legal document scanning and digital management of files can make this vision of a paperless courtroom become a reality, and with more and more courts across the country slowly rolling out this scheme, legal firms that are looking to stay ahead of the industry trends can prepare for the widespread adoption of this technology by investing in legal document management services today.