The Boston-based records and information management firm Iron Mountain Inc. has introduced Total Offsite Records Solution, an off-site records storage and document scanning service for law firms. According to Iron Mountain, the new service enables law firms to regain office space and become more efficient users and managers of their records.
"Law firms all agree that 'going digital' will give them faster access to files and lower the cost of records storage and management," says Brian McCauley, director of information governance and matter management at the law firm McDermott Will & Emery LLP, Washington, D.C. "There's little consensus on the best way to go about doing it, however, and it's hard for information governance professionals to ensure the firm is following a single set of rules for this process when the scanning isn't centralized.”
McCauley continues, “Iron Mountain's solution gives law firms the ability to standardize their digitization process by moving paper records off site for secure storage and easier scanning. Firms should embrace strategies like this to go digital cost effectively, freeing up premium office space for adding attorneys and gaining better security and governance over their paper records."
Iron Mountain's Total Offsite Records Solution includes:
- Dedicated off-site records centers where law firms can move active and inactive records. Additionally, law firms gain greater storage capacity, document security and space for preparing and viewing scanned records than they have managing records on-premises, Iron Mountain says.
- Go Digital Smart, a customized digitization strategy based on the law firm's culture and best practices to ensure attorneys have quick and secure access to information. Plus, through a partnership with DocSolid, which provides document scanning solutions for the legal market, firms can enter documents scanned by Iron Mountain directly into their existing document management system. The integration ensures records are properly indexed and accessible from anywhere, according to the company.
"Like other organizations, law firms are looking for ways to control costs and adopt new operational strategies to run their business more efficiently," says Matt Kivlin, Iron Mountain director of product management, legal solutions. "Our Total Offsite Records Solution helps law firms to lower their records management costs and find additional efficiencies through digitization. Law firms not only gain an operational and performance edge; they also strengthen their ability to manage information. This 'two-for-one benefit' supports many firms' efforts to go digital and advance records staff to information governance and compliance roles."