Law firms are facing increased records management demands

Industry challenges in the legal profession such as an increased need to meet regulatory compliance, competitive pressures demanding faster access to client information, an enhanced focus on ethical conduct, and increasing requirements to adhere to client standards are driving law firms to manage and protect their client and internal records far more diligently, securely, and cost-effectively than in the past.

Failing to get it right can result in increasingly severe risks and penalties, including the risk of spoliation and non-compliance, loss of direct revenue and business, exposure to client lawsuits, and the resulting loss of market share and competitive leverage.

The transition to the electronic law practice has created run-away records growth and new risks

Recent developments in the legal profession including the transition to e-filing initiatives, matter centric collaboration (matter centricity), electronic litigation support systems, electronic trials (paperless courtroom), and other trends towards electronic processes have seen an explosion in electronics records growth being experienced in most law firms.

However this sudden growth in electronic records has raised its own set of challenges. An increased burden on staff resources, inadequate IT systems to handle peak workloads in storage and data protection, and inconsistent practices for storing, retaining and disposing of electronic records can result in critical information being lost, destroyed prematurely, or retained longer than it should be, increasing the risk of spoliation and non-compliance.

For most law firms these issues have meant the desired move away from paper records to e-filing has not been possible, leaving them with a fragmented, inefficient and costly records management practice reliant on both paper and electronic records.

Accelerate your firm’s transition to electronics records management/e-filing

With our comprehensive range of services in records management and data asset protection, Global Storage is well qualified to help your firm streamline and consolidate your e-filing records management and protection needs.

Global Storage’s Cloud based VaultReady™ Record Management Service  addresses the challenges of electronic record management and helps law firms to control costs, protect information, reduce risks, and guarantee the fast search, retrieval, and long term access to important business records.

VaultReady™ Record Management Cloud Service is compatible with the leading document management, litigation support, and e-filing applications used by law firms, providing a fully managed electronic records management solution for the long term storage and retention of important client and corporate information.

Ensure the safe long term retention and retrieval of client and business data

Global Storage’s VaultReady™ is a highly secure online storage vault designed specifically to meet the challenges of electronics records management. Stored records cannot be accidently deleted or overwritten, and are retained according to the specific retention and disposition policies defined by your firm. The VaultReady™ service replicates data offsite to two separate Global Storage data centre locations eliminating the need to separately backup or replication data for Disaster Recovery purposes.

Automatically classify, tag and apply retention policies

VaultReady™ provides the ability to intelligently and automatically classify and tag archived data and records. By automatically differentiating business-related content from non-business-related content, law firms retain only relevant data records and significantly reduce the burden on end-users to manually classify data.

Enhance productivity & records search with full text indexing & eDiscovery

VaultReady™ is designed to streamline online records storage, retrieval and access. With full text indexing of stored documents and email, auditors and authorised staff can search VaultReady™ online storage for documents containing specific words or phrases such as ‘environmental contamination’ to always find exactly what they’re looking for and to respond quickly and thoroughly to information requests.

VaultReady™ provides a single powerful eDiscovery tool for auditors and authorised staff to search across data types, place litigation holds, review data for responsiveness and export data out as a response to a discovery request.

Reduce costs and increase flexibility with Storage-on-Demand

VaultReady™ service delivers a fully managed online electronics records management service allowing your firm to safely make the transition to electronic filing. This allows your business to significantly reduce traditional record management costs associated with paper records management, IT storage systems, document search charges, and backup and disaster recovery systems.

VaultReady™ also flexibly caters for increases in case loads and new litigation events on a capacity on demand basis. This ensures your firm only pays for the records storage that it needs, when it needs it.