Introduction
The legal industry is challenging, especially due to its location-specific and document-intensive process. Typically, people in the legal profession need to have a large range of documents with them.
These include case files, agreements, reports, medical documents, legal contracts, notices, court submissions, and affidavits. These highly confidential documents can be quite troublesome to keep on paper. There is also the danger of forgetting or losing it entirely, which is why paperless legal documents are now becoming the trend bringing the needed digital transformation.
So, let us look at the reasons for using document scans and some of the best document scanner options available to help save time and money in the legal practice.
Why use the best document scanner?
Data security is why law firms are now digitizing and using cloud technology. As a result, document scanning is now becoming the focal point for legal professionals to ensure that all details and data are protected with air-tight access.
So, here are some key reasons why the legal industry should opt for the best document scanner:
Secure Data
Data security is the main problem that most legal firms face when becoming digital. Maintaining high levels of confidentiality to protect client information is the most important aspect. So, utilizing a secure scanner app to maintain customer confidentiality is crucial.
A good document management system must have different levels of security to control documents’ access, readability, and deletion. In addition, an annual audit must be in place to check that the complete doc scanner platform protects valuable data and that there is no breach of the customer’s intellectual property rights with best document scanner.
Regulatory Compliance Maintained
Another important aspect of digitizing documents is meeting regulatory compliance requirements that govern handling legal documents. For example, there are strict regulations when it comes to retaining legal documents and the preservation of the document for litigation.
Better Storage and Management of Documents
Document management is crucial when it comes to legal firms. The legal industry must constantly refer to voluminous books to find previous cases or facts related to their arguments.
With the digitization of records, law firms can now store these via media files, email, or documents to be searched and found easily. The best document scanner platforms help convert, manage and systematically organize documents.
What are the Benefits of Document Scan in Legal Firms?
Let us explore the document scan gains in the legal domains.
Enhancing the Efficiency of the Law Firm
Law firms must quickly and accurately capture and manage data to keep up with their clients’ cases. This can be done using the best document scanner apps available. But the process can be overwhelming. So, a free scanner app can help manage data across multiple channels.
Scanning and sorting of documents making it easy to manage and search. Also best document scanner apps with OCR technology finding text in a large file becomes easy
Reducing Overheads
Data capture and document scans are the first steps in managing a legal firm. Legal representatives can quickly and easily find details using PDF scanner apps without digging through piles of papers. Also, saving documents on paper means incurring costs to store and manage them. On the other hand, scanned documents can be stored in a cloud for years.
Compliant with Court Regulations
Most law firms store their files in paper format. This takes up storage space, and if these are destroyed, it can lead to devastating effects. So, it is important to digitize the documents. Using the right doc scanner, they can convert paper documents into digital images and store them for safekeeping.
Another important aspect is that it becomes easier for law firms to send documentation to courts and enforcement agencies without worrying about losing the files.
Key Mobile Tips for the Legal Industry
With the ability to store more and more data online, lawyers and people in the legal industry can use the best document scanners to ensure that the documents are available to everyone who needs it. So, here are some tips on how to scan document with iPhone or Android devices to make life easier:
Scanning on the Go
Most apps now have mobile responsiveness, allowing users to scan with their smartphones. In addition, with auto-recognizing tools and auto-cropping options, users no longer need to worry about the background.
Auto Classification
Most scan online apps have auto-classification installed that uses OCR or Optical Character Recognition technology to classify different types of documents. These can then be stored based on the name you choose so that they are readily available.
Password Protection of PDF Documents
We have been able to share PDF documents via phone for a long time. But ensuring that confidential documents are not read or used by outsiders is vital in the legal industry. This is why scan apps offer the option of locking PDFs via passwords to maintain confidentiality.
Redacting Confidential Information
If you feel that having a password is not enough, then you can redact certain aspects of the document to make them unreadable by others. For example, the selected phrases can be blacked out using rectangles, making them impossible to read.
Appropriate Sizing of Documents with AR
You can now say goodbye to distorted documents when uploading directly from your phone. AR or Augmented Reality helps accurately size the document (business card, passport, driver’s license) and ensure that the correct scale is applied when storing it.
Choose the Right Scanner
Selection of a new and right scanner for you can be daunting with various options, features, subscriptions points, and evolving technology. Below is a short guide to help you choose a suitable mobile scanning app for your legal practice.
When choosing the best document scanner, you need to consider what capabilities your firm is looking for in its scanning solutions. For example, if it is a combination of desktop and mobile scanning, you will need a high-resolution document scanner that mitigates e-Filing to help digitally organize files. So, when choosing a scanner, look for aspects like:
- Utility – A scanning app that multiple members can use simultaneously without lagging or data breach.
- Creating searchable documents– The scanning app you choose should be able to create searchable documents that can be easily identified to help make life easier.
- Integrations– Scanners that directly integrate with the practice management software used in your firm to help save time.
Use of QuickScan App in the Legal Industry
QuickScan is one of the most used document scanner apps. It enables you to precisely scan documents and save them in both PDF & JPEG formats. You can even edit the images as per your need and scan numerous documents, further converting them into one single PDF.
The QuickScan app features include Scan of Docs Anywhere and Anytime, which comes with Effortless Sharing Options and Safe local storage for comprehensive privacy, which can help in the legal industry. The app functionalities comprise signing and stamping of your legal documents and higher quality scans for the industry.
You can use the QuickScan app to scan your Legal Documents, Legal Contracts, Important Legal Notes, Legal Certificates, Id Proofs, and more.
Key Takeaways
The shift of the legal industry from paper to digital is no longer an option – it is a necessity. Digitization is a must to avoid legal firms swimming in clutter. So, adding the best document scanner app to your arsenal can give you an edge over your competitors. Whether the legal contracts need digital or physical signatures, it will work both ways.
Moreover, the right app scanner can make the entire documentation process seamless while safeguarding sensitive information to protect client confidentiality throughout the entire legal process. This will save the effort, time, and concern of misfiling or losing vital documents.
