Recognizing the need for a centralized records management strategy, which would provide a quick, easy method of accessing files and searching for information, Stikeman Elliott decided to develop a single electronic file per client. Searching for specific information in a mountain of paperwork was becoming inefficient and a waste of resources. Stikeman Elliott soon realized the volume of physical paper was threatening to overwhelm the Montreal office.

With the scanning device used at that time, attempting to scan every record proved to be too time-consuming and labour-intensive.Īs case-loads increased, so did the volume of hard documents. The firm’s Montreal office, which has more than 300 staff and 145 lawyers, retains millions of hard copies related to thousands of files each year.įor the past decade, the firm has only scanned and electronically stored select documents deemed as essential resources. Stikeman Elliott LLP is one of Canada’s largest law firms, with offices in Montreal, Ottawa, Toronto, Calgary and Vancouver servicing more than 13,000 clients. The fraction of the time it takes to sort electronic files versus physical files is time that can now be allocated towards providing more preparatory and strategic opportunities for counsel. An entire catalogue can be examined in minutes for pertinent information, as opposed to days.īy digitizing documents, firms can achieve a quick return on investment through time- and resource-savings. Optical character recognition (OCR) technology further enhances the electronic filing system with the capability of rapidly scanning documents for key words or phrases, and precisely pinpointing where in the file they can be found. When records are converted from paper to digital, critical information can easily be found and extracted from an electronic catalogue of clients and cases. Files are also easier to search and retrieve, which is crucial for time-sensitive cases.

In addition, digitizing and storing records via MFPs can help decrease the amount of paper used within an organization, and reduce the amount of physical storage required for paper. Records management software and multifunction (MFP) devices that print, copy, scan and fax can help streamline communications by automatically tracking and sending documents to colleagues, clients and outside agencies. Take the more complex and larger-scale disputes into account, and it’s not difficult to imagine why most law firms pay fees to store roomfuls of paper records and files. Current estimates from ARMA (Association of Records Managers and Administrators) indicate that more than 90 per cent of business records created today are electronic.įor law firms, even the most benign contract discussion can amass copious amounts of data and documents. Technology has dramatically impacted the way firms handle documents. Cet article n'est disponible qu'en anglais.

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