Case Histories

The Rapidly Growing Solicitor's Office

A local solicitor stored his clients' files in cartons in the local self store.

Their archive manager packed the files into cartons and numbered the boxes, drove to the store, unloaded his vehicle, placing them on the shelves provided. He retrieved the files individually whenever the solicitors required them.

The Problem

The practice was growing, taking larger offices and employing more staff. As the outsourced files grew the manager needed more time to collect, retrieve, and keep records up to date. All this was the responsibility of one man. "What happens if he is ill, or on holiday?" a concerned practice asked.

At this point we were asked to help and provide a managed document storage service complete with computer tracking and secure van collection and deliveries.

The Solution

We suggested that we "shadow" the manager and observe the current processes.

We discovered that the practice had a very good internal computer programme that tracked the clients' files, on their conclusion, from the solicitor’s desk through "accounts paid" to the archive manager's office. At this stage the files were designated a numbered box and this was added to their database.

We decided together with the practice managers to join their internal system to our bar coded warehouse system and thus create a complete and robust solution to the tracking and retrieval of clients' files.

There were no changes to the practice's internal processes, the same unique fields were used to identify clients' files, and in fact a seamless change had been achieved.

The Result

Files are now collected in the same secure cartons, by our staff, the bar coded system enables files to be easily retrieved regardless of their growing numbers and the growing business departments

Two timed deliveries are scheduled for every day. Clients' files are on the solicitors' desks within hours of their request.

All files are computer tracked by the two systems, and compliance issues satisfied. Business process is improved and growth in records management no longer held any problems. The busy archive manager is busier than ever, but no longer needs to worry about outsourced file storage.

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