Personal Injury Practice is not an easy job. It takes a special personality to juggle dozens of Matters, manage countless meetings, and respond to dozens of follow-up emails and tasks every day. You’d be hard-pressed to find a employee with more on his plate than the Lawyer. With so many appointments and responsibilities to handle, the last thing a Personal Injury lawyer would want is malpractice suite for losing old closed case files. Its law firm’s professional responsibility for keeping clients data secured, stored and accessible for seven years (it varies based on states) according to requirements of Rule 1.15(a) or DR 9-102 of professional conduct.
No one likes to think about backups. At least not until you are at risk of losing data. Taking backup of your data is an essential part of your firm’s daily and weekly routine. However, making sure that your data is retrievable from that backup is even more important. Old School approaches recipe of failure Old schools approaches using a mix of on-premise servers, disk hardware and tapes are capital and labor intensive given the long-term nature of archive storage. The complex process, workflows and multiple vendors required by archaic solutions further add to their inefficiency and expense. As given below, old school archiving solutions face number of common storage challenges:
Disk is still the widely used storage device for storing client sensitive data. However, disk becomes expensive affair for storage as your firm grows, many firms cannot afford the redundant infrastructure necessary to ensure security and integrity of data. This insufficient approach to archiving leaves law firms vulnerable to lost and corrupted data, non-compliance and other issues.
Like disk, tape often fails to meet compliance and other data management needs of the law firms. What you need is a system of archiving your client files that allows them to be stored/backup for an for at least 7 years, in a retrievable format, and in bank-grade security. Due to the ethical requirement of long-term maintenance, a growing data, and a unreasonable “hold-everything-just-in-case” mindset, law firm end up creating and managing hundreds of thousands, of aged tapes in-house and may be offsite locations As you might imagine, retrieving and re-archiving old closed cases from mountains of tape is likewise slow and cumbersome, a major burden for PI law firms facing time-sensitive compliance or legal demands.
Personal Injury firms, where even the most straightforward cases might generate thousands of pages of documents. Those thousands of pages of documents translate into stacks and stacks of banker’s boxes, which translate directly into thousands of dollars every year in storage costs. Not to mention the general inconvenience of retrieving those files and the associated fees. Bankers boxes occupy expensive real estate and these physical approach to storage is susceptible to flood, hurricanes.
The innovative digital archiver application enables massive cost savings and data management benefits that were never before possible. There are numerous reasons why archiving solutions like this have surpassed archaic systems as the best option for archiving and managing cases and data over time. Following are the few of the benefits Improved ethical compliance With the legal profession becoming increasingly sensitive to client demands and technology advances, the day when ethical rules will require the use of digital archiving is fast approaching. With CloudLex’s HIPAA compliant, disaster proof Digital Archiving Application, you can get one step ahead of evolving ethical rules.
Faster Archiving With Digital Archiver application the need for old school storage devices is eliminated, because everything related to your closed cases is archived in the cloud (including digital correspondence, task assignments, and user data) with the click of a button for seven years. Even faster retrieval For the entire seven years, your closed files can be easily retrieved in multiple formats from data in an Electronic Legal Record format, you can retrieve files as many times as you need and send them to your clients.
Security With CloudLex Digital Archiver, your files are stored on a HIPAA compliant server, hosted by industry-giant Microsoft. That means your files are subject to industry leading security and around-the-clock monitoring of potential risks (i.e. they’re safe). And since your files are in the cloud (and not in the filing cabinet), they’re no longer prone to disasters like fire, flood, or coffee spills. Searchable Digital archiver is natively integrated with Matter Manager, After the case is settled or closed administrators can archive the closed cases in electronic legal record (CloudLes’x petend pending technology) which is enabled with content aware search so you can search contact, notes, documents, calendar just the way you Google.
Zero infrastructure requirements Digital Archiver move the need for pricey, on-premise facilities, redundant systems and IT staffing overhead, and enabling law firms to eliminate off-site tape storage services. It saves time and money The CloudLex Digital Archiving application eliminates all of the hassle and nearly all the costs. Closed files can be retrieved in a matter of minutes, in a searchable format that integrates with your CloudLex system (or various other formats). The typical firm will save at least 75% on archiving costs, plus countless hours in manpower time. Do not let your firm drown in piles of boxes, tapes and disks. The CloudLex Archive is the best solution for a problem the litigation industry has been battling for years. With the help of CloudLex, your firm will be able to mitigate risk, be ethically compliant, increase efficiency and be full digitized, allowing for your immediate success and an even brighter future. Get your firm up to speed and step boldly into the future with CloudLex.
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