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Document Scanning and Records Retention Requirements for Law Firms

Through its extensive and comprehensive approach, the legal industry often necessitates copious mountains of paper usage. Due to various acts and bylaws focused on record retention, legal professionals quickly find themselves surrounded by paper.

For example, The Limitations Act (2002) requires that lawyers keep files for up to 15 years from the date the case is closed. Other notable instances within the Law Society of Upper Canada are Bylaw 9; Section 23(1) and Section 23(2), which require documents to be kept for a minimum of 6 and 10 years respectively. Further, the Income Tax Act demands that at least the previous 6 years of documents are maintained.

This rapidly becomes problematic for several reasons.

  1. First, if the paper is kept on-site, it is using valuable square footage that could be utilized in a better form. If the documents are kept off-site, hefty storage costs arise. Associated with that, shipping the documents when needed is an additional expensive process.
  2. Second, paper files assorted in boxes are largely inconvenient and difficult to access. This is unacceptable, given documents must be ‘readily accessible’ and able to be produced in 30 days. Eugene Cipparone, a director of professional support at Goodmans LLP, disclosed that Goodmans has paper files dating back to the 1960s in an offsite storage facility, undoubtedly a needlessly expensive and inefficient method of storage.

Our Document Management Solutions for Law Firms

Document Scanning Toronto

Octacom provides outsourced and efficient document scanning and imaging services providing the following advantages:

  • Eliminate storage costs
  • Eliminate courier costs
  • Increase turnaround times on sourcing legal records

By utilizing Octacom’s customer-centric document scanning and imaging services and its OdissTM software, law firms (legal professionals) can rapidly recognize the massive cost and efficiency benefits.

Octacom has worked with many law firms providing document scanning and imaging solutions.

Inquire at sales@octacom.ca or at 1.888.739.1934 to learn about the short payback on digitization of your legal records!





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