With years of experience, CAS is expert at providing specialist secure off-site document storage for a number of different sectors. We can create a digital archive, including easy access for frequently accessed files. And we’re up-to-speed with the requirements of each sector’s regulatory authority, as well as broader data protection regulations. In this blog we look at theLegal documents storage, and focus on the challenges of document storage in the digital age.
Legal documents storage: what to keep, and for how long?
The Solicitors Regulation Authority (SRA) Code of Conduct sets out how UK law firms must run their business. This includes a stipulation that firms follow ‘proper governance and sound financial and risk management principles’. One vital way for solicitors to be able to fulfil this duty is to adopt a document retention policy.
This policy will be based on your statutory and discretionary business functions, activities and processes. It should be designed to tell everyone in your business how long you need to keep your records for, and what should happen to them when they reach the end of their life. The SRA’s own document retention schedule provides a good template for different categories of document. And we also have a more general guide on document retention on our website.
Secure off-site legal documents storage and data solutions
Whatever size the law firm, CAS can offer off-site document and digital storage which follows your document retention policy. A survey of UK law firms by Iron Mountain in 2016 revealed that most respondents were familiar with such policies. They also knew which department was responsible for document retention; generally speaking, this will be risk and compliance departments. However, there was still some confusion about digital documents, and especially destruction of data.
As well as providing secure off-site storage of paper documents, CAS can digitise law firms’ document archive. With our fully hosted live-file storage system, records that are in constant use can be retrieved, updated and returned to storage 24/7. For a more comprehensive digital document management system, we also have our CAS-Cloud service, hosted on servers at our HQ. Authorised partners and associates can access files from a searchable archive remotely, using a password-protected online portal. But we also recognise that all of our clients’ needs are different, and we pride ourselves on catering to your specific requirements. With our scan-on-demand service, you don’t have to scan all your documents in one go to benefit from safe, secure archive storage and fast digital retrieval.
Where documents and data can go to die
The natural corollary of retaining documents for a certain period is disposing of them when you no longer need them. In fact, you may be required to dispose of them in order to comply with the General Data Protection Requirement (GDPR), which takes effect in May 2018. Under the GDPR, individuals have enhanced rights over the destruction of data which you might hold on them.
Our services include secure document shredding and the disposal of IT equipment when you need to get rid of documents and/or data. As part of our legal document shredding service, all documents are double shredded to ensure they cannot be read again. The shredded paper pulp is then securely recycled according to the highest possible environmental standards. CAS is flexible in terms of the quantity and types of paper we can shred, so we can tailor a service to each individual law firm.
Meanwhile, our secure IT equipment disposal services are fully in compliance with European directives on data protection and waste. We can take all your old or unwanted hard drives and magnetic media including tapes, optical media (CDs/DVDs, Blu-ray), credit and identity cards, USB sticks, mobile phones and PDAs. They are then shredded into tiny particles which make data recovery impossible.
Facilities management and relocation services: all part of our remit at CAS
Beyond Legal documents storage and disposal, CAS can help law firms in a number of other ways. We offer a comprehensive facilities management service, with everything from efficient delivery of office supplies, to running a virtual post-room. And we can help you to move offices with our dedicated relocation service. Whether it’s the result of merging two practices, or just a new office for an existing firm, we can move you in with minimum fuss and maximum security.
If you’re looking for legal documents storage or digitisation solution for your law firms’ document archive, contact one of our team today. We’ll be happy to provide you with a quote for any of our storage, disposal or facilities management services.
About CAS document storage and management
CAS provides comprehensive and secure document storage and management, scan on demand, and facilities management services. For more than 20 years CAS have worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London, supported by our advanced storage centres across the UK. CAS has an impressive array of International certifications (ISOs), which prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to provide innovative systems on security, confidentiality and quality control in keeping your files safe and well managed.