R Sharples is a mid-sized solicitors based in London with a particular focus on conveyancing. The solicitors regularly deal with a significant volume of physical documents, including contracts, property deeds, leases, and client files.
R Sharples approached Docusave for help in managing their physical document storage and retrieval needs. We were able to implement a streamlined solution to enhance efficiency and accessibility. By adopting modern, specialised document management practices, the solicitors optimised document retrieval, reduced costs, and improved overall productivity.
As with many of our London based clients, office space is at a premium and as the solicitors archiving system relies heavily on traditional filing cabinets and onsite storage rooms across multiple offices, this leads to numerous challenges:
a. Limited Accessibility: Locating and retrieving specific documents was time-consuming, requiring manual search and potential misplacement.
b. Space Constraints: The growing document volume strained the already limited available storage space.
c. Security Risks: Physical documents were susceptible to damage from environmental factors, theft, or unauthorised access.
d. Inefficient Collaboration: Sharing physical documents across multiple locations or with remote employees posed logistical difficulties.
Docusave had the following objectives to achieve:
a. Enhanced Document Retrieval: Implement a system that enables quick and efficient retrieval of physical documents to multiple locations.
b. Optimal Space Utilisation: Maximise the utilisation of available space by eliminating unnecessary inhouse document storage.
c. Improved Security: Establish a secure and controlled environment to mitigate risks of loss, theft, or damage.
d. Streamlined Collaboration: Enable access to physical documents to several sites across London.
With over 25 years experience specialising in physical document and retrieval solutions, we were able to implement the following steps to:
a. Categorisation and indexing: Docusave’s tried and tested storage system was implemented, alongside a centralised client portal to ensure accurate and efficient retrieval of documents accessible through authorised user accounts.
b. Regular scheduled collections: Docusave scheduled regular and ad hoc collections to take away store and manage archiving.
c. Storage and Management: The documents were securely stored in Docusave’s modern, secure, purpose built storage facility.
d. Document Destruction: Following collection, Docusave helped develop a document retention policy to determine which physical documents should be destroyed and which should be archived. This policy ensured compliance with legal and regulatory requirements.
The implementation of Docusave’s streamlined physical document storage solution yielded significant benefits for R Sharples including:
a. Improved Document Retrieval: with access to their records in as little as 2 hours from requst, the solicitors could locate and retrieve documents faster than if they were still stored in their own offices, saving valuable time and reducing errors.
b. Space Optimisation: By eliminating the need for physical storage rooms and virtually eliminating the reliance of onsite archiving, R Sharples maximised office space utilisation, reducing associated costs.
c. Docusave’s purpose built facility offers robust security measures, safeguarding sensitive client information against unauthorised access, physical damage, or loss.