Document Management for Legal Professionals
Legal organizations manage vast amounts of personal information, confidential work, and financial data—all under the constant threat of cyber-attacks, ransomware, and data breaches. As a result, efficiently and securely moving this information between offices, employees, and clients has never been more challenging.
Moreover, the complexity of handling both digital and paper documents strains even the most skilled teams, hindering productivity and increasing costs. Many firms still rely on traditional methods for digitizing, storing, and retrieving documents, which leads to inefficiencies.
The challenge of document management
According to the International Data Corporation (IDC), legal professionals spend nearly 30% of their time searching for documents. Unfortunately, many of these documents are misfiled—resulting in lost time and money. To make matters worse, legal teams generate around one trillion sheets of paper globally each year.
Given these challenges, Toshiba is uniquely positioned to help streamline legal document workflows. With our expertise, technology, and insights, we can help law firms reduce inefficiencies, lower costs, and enhance security measures to protect sensitive information.
Optimizing workflow automation
Legacy document intake, digitization, and distribution processes often create bottlenecks. Furthermore, employee resistance to change can make digital transformation even more difficult. Research from PricewaterhouseCoopers (PwC) reveals:
- 15% of all paper documents are misplaced
- 7.5% are completely lost
Law firms spend:
- $20 to file a document
- $120 to find a misplaced document
- $220 to reproduce a lost document
Beyond the financial impact, paper-based processes also contribute to environmental waste. Therefore, digitization not only improves efficiency but also significantly reduces paper and ink expenses. As a result, successful organizations partner with trusted technology providers who offer credible solutions, clear ROI, and expert guidance to implement digital transformation at scale.
Secure and efficient document handling
After document intake, legal teams need workflows that:
- Quickly connect information to legal precedents
- Enable fast retrieval, organization, and indexing
- Maintain strict role-based security protocols
- Reduce filing errors and provide instant access
Moreover, seamless document handling boosts productivity by keeping employees within their familiar work environments. Additional benefits include:
- Access logging and revision tracking
- Maintaining chain of custody
- Secure internal and external information sharing
For example, faxing has been a legal industry staple for decades. However, managing faxed content, transmission metadata, and acknowledgments has long been a challenge. Fortunately, a digital fax workflow can solve these issues without disrupting user experience.
Strengthening data privacy
Security is critical in legal environments, where confidential data is handled daily. Therefore, compliance with GDPR, HIPAA, and CCPA is essential to maintaining client trust. Even minor data breaches can have devastating legal and reputational consequences.
Despite these risks, email remains a common yet highly insecure way to share information. Accidental misfires—such as sending sensitive data to the wrong recipient—can lead to severe fallout. To address this, Toshiba offers a secure, email-like platform that:
- Encrypts all content end-to-end
- Tracks IP addresses across the enterprise and beyond
- Operates under security protocols set by your firm
This advanced solution has been safeguarding legal firms for years, ensuring compliance and peace of mind.
Solving legal challenges with Toshiba
The time has come for legal professionals to move beyond outdated workflows, inefficient document handling, and risky data-sharing practices. Therefore, Toshiba’s digital solutions empower law firms to:
- Reclaim lost time
- Enhance security
- Reduce operational costs
By modernizing document management, legal teams can focus on what truly matters: serving their clients effectively.
Let’s start the conversation today.
