Q and A
What is closed file scanning?
- Scanning documents in cases that are inactive or complete.
How do you know if your firm is a candidate for closed file scanning?
- Your closed files are stored in otherwise valuable space.
- You are paying an outside service to store and retrieve your files.
- Archived files are sometimes missing or misfiled or are currently stored in a place where they might be damaged.
- Your staff wastes time looking for documents.
What is the cost of scanning closed files versus storing and retrieving?
- There is a higher upfront cost, but almost zero ongoing cost to scanning closed files. The cost is generally about the cost of storing paper documents for 5 years. Therefore many documents that need to stored more than five years will probably make sense to scan.
What is the process for scanning closed files?
- An administrator from the firm gathers the files determined as closed and typically takes an inventory of related file numbers.
- Zoomcopy picks up the files (typically several boxes or cases at a time)
- Zoomcopy preps, scans, QCs and indexes the files and transfers the scanned files to a external hard drive or DVD
- Zoomcopy delivers the external hard drive or DVD to the firm to be uploaded to a secondary firm accessible source such as their server. The drive or DVD can then act as a backup.
- Zoomcopy destroys the paper documents and sends out for recycling.
- A bill is created either for the entire batch or split by case number.
What is the next step if my firm is interested in this service?
- Identify a sample file (typically the size of one redweld) to be scanned at no charge . Then schedule an appointment with us and and any necessary decision makers at your firm for us to present the sample file and answer any questions.
If you have any questions about this or any of our services feel free to call us at 716-853-3627 or email rory@zoomcopy.com