Legal Sector Archive Storage & Data Management
DataSpace is highly experienced in providing records management services to multi-site national Legal 500 law firms right through to small independent legal practices.
Law Firm Records Management Services
Archived case file storage
Management of live case files
Wills and Deeds storage and scanning solutions
BS 10008 Legal Admissibility scanning services
Service levels with quick turnaround timescales
Out of hours services available
Client specific Confidentiality Agreements and NDA’s can be signed
All items retain a full audit history and chain of custody documented
ISO 27001 FileLive web portal for 24/7/365 transparency of records
Support with pro-active management of retention schedules
Legal Firm Archive Storage
DataSpace archive storage facilities are the highest quality purpose-built facilities within the industry. The facilities were built inline with British Standards PD5454 recommendations and have the optimum environmental conditions for archive storage for paper records and media. The facilities do not only boast superb features for archival storage but is a secure access restricted site. The site is unbranded and situated in a low crime rated area.
We also are flexible with the way we store and can provide file level, box level and a hybrid level storage solution. Hybrid solutions are when items are stored at box level until you require to retrieve a file out of a box and at that stage the file is indexed and registered at file level.
Deliveries & collections
We appreciate that working in the legal sector records required are often on a next day or urgent basis. DataSpace have a wide selection of vehicles in our fleet, which offers flexibility to ensure that all deliveries and collections can be provided on time and in full to meet our agreed service levels.
All vehicles are on maintenance and service plans, are fitted with immobilisers and security alarms. All our drivers undertake comprehensive training and are able to comply with any special requirements you might have while attending your site.
Experience – We have vast experience in working within the legal sector and understand the challenges and constraints facing records managers dealing with legal documentation. We have successfully undertaken migrations of circa 100,000 archive boxes. Such migrations have included lift the lid projects, electronic meta data inventory consolidation projects and meta data capture projects.
Auditability – Full audit history of records and boxes held offsite with information on activity and movements updated in real time. Management Information and reports available via FileLive 24/7/365 for transparency of global and sub account volumes and activity.
Our People – Upon contract award you be assigned a dedicated Account Manager, with over 10 years’ experience working fulfilling records management solutions to law firms and full support from our friendly Help Desk Team.
Quality – Not only are DataSpaces services tried and tested, we have all the required quality standards, we hold certifications as evidence of those quality processes and procedures. We also welcome due diligence checks and audits by our clients own Quality Teams and Auditors.
Legal Archive Storage FAQs
As a law firm, how long do I need to keep business documents for?
It depends. Limited companies are required to store business and financial documents for 6 years, whereas self-employed businesses have a 5 year requirement. If uncertain, our team will be able to help answer your firm specific questions.
Do my legal archives need to be kept in a certain way?
Whilst there are no legal requirements on how legal documents are kept, it is best to store them in such a way that they are easily-accessible. ISO certification can demonstrate a company’s ability to archive safely and effectively.
How will my staff search for and find the documents they need?
Depending on the size of your firm, it may be worth considering an online document management system. FileLive allows users to securely manage physical, electronic or scanned documentation that is stored offsite at one of our professional archive facilities.
To find out more please call us today on 0800 028 8956, email firstname.lastname@example.org or fill in the form here.