File Archiving
FileMan Records Management is a file archiving solution specifically tailored for legal firms, making it easy to manage client files. A single fee per file covers collection, online cataloguing and scanning, storage for seven years, and secure destruction of the file. Because of this unique single fee approach, firms are able to add the fee into their cost agreements and charge it as a legitimate disbursement.
The FileMan service includes:
- Regular scheduled collection of files at no cost
- Cataloguing and online access to files at no cost
- Fast, cheap and efficient file retrievals
- Secure and safe retention of hard copy files which are easily accessed
- Complimentary relocation and competitive storage rates for existing archives
- Scanning of files for soft copy retention in PDF format
- Integration into leading practice management software
FileMan Records Management screen.
We have been using FileMan archiving service for the past 12 months and we have been extremely happy with their service, for three main reasons.
# 1 COST AND AUTOMATIC BILLING TO OUR CLIENTS THROUGH LEAP – the first aspect of the service is the cost, which is very competitive to other market providers. The fact that a single fee is charged to cover the collection, storage and destruction of the files makes billing very straightforward and we simply set out that fee in our client Costs Agreement. Additionally, we love the way that the fee is automatically charged to our clients through LEAP Accounting as that avoids the risk of us “forgetting” to pass the charge onto our clients.
# 2 FILE COLLECTION – as we archive our files we place them in a FileMan provided crate which is then collected once a month, although we can have collection more regularly if needed. The system is simple and reliable and does not require significant management oversight. Given that we have limited on-site storage space it is very important for us not to have closed files taking up valuable space in our office.
# 3 RETURN OF FILES – From time to time we need to retrieve archived files from FileMan. That system is very simple to use (through a web interface) and very efficient, with files being delivered back to us the same day if we order in the morning, or the next day if the request is made later in the day. In my experience this speed of delivery is market leading.
In summary we have been very pleased with the FileMan service and we happily recommend them to our colleagues.
David Prince
Kinslor Prince Lawyers
Principal Solicitor
See how it works: Watch a video tutorial