Modern Law Magazine Issue 67

RESTORE
There isn’t a
single reason
why our records
management is
better than the rest *
Relentlessly
Resourceful
Finding new ways to
make things better
Really
Reliable
A rock-solid service our
customers can depend on
*there are six
Recognisably
Responsible
Saving the planet and being the
supplier our customers need
Redefining
Reduction
Saving our customers time,
money and space
Restore.co.uk/relentlesslyresourceful
Reassuringly
Reassuring
Giving customers confidence
that their data is safe
Ridiculously
Regulatory
Going further than anyone else
to comply with regulations
Yes, there are more Reasons than you can shake a stick at. But we
haven’t become the biggest UK-owned records management
company by providing a level of service you can get elsewhere.
From clever ‘phygital’ solutions made for you, to same- or
next-day delivery wherever you are, discover more about
Relentlessly Resourceful records management at
Navigating the digital
journey: why a paperlite
approach is the smoothest
way to get there
The call to go digital and ditch the paper trail is
echoing louder than ever, and it’s easy to see why.
The promise of heightened efficiency,
bulletproof compliance, and long-term
cost savings is tempting to say the least.
But let’s be honest – it’s not always as
easy as it sounds.
For many law firms, diving headfirst into
a full-scale digital transformation can feel
like swimming against the tide. Especially
when dealing with vast archives of paper
records spanning decades.
This is where a hybrid paperlite approach
comes in, bridging the gap between the
physical and digital realms.
Despite the success stories, digital
transformation projects don’t always
unfold as smoothly as one might hope.
In reality, the statistics present a starkly
different narrative. According to a
report by Deloitte, a staggering 70% of
digital transformation initiatives within
organisations end in failure.
Why? Many of these failures come down
to financial constraints. Often businesses
find that scanning every single document
simply isn’t financially viable.
Plus, you’ve got hurdles such as a lack of
digital skills, technical issues, management
meltdowns, and employees giving the
side-eye to culture change.
Legal requirements for
physical documents
Legal requirements are another obstacle
on the path to full digitalisation. As you
will know within your own sector, laws
mandate businesses to generate and
maintain physical documents.
This means that while businesses can save
on physical storage costs by going digital,
they may still have to keep the original
paper documents for a specified period.
For this reason, the coexistence of physical
and digital records has become a practical
solution for many.
Counting the costs
Scanning every single record your business
holds is expensive and often unnecessary
– and it may take a long time to see a
return on your investment.
On top of this, if you want to keep paper
backups, this adds another layer of
complexity and expense.
The solution: paperlite
The good news is that physical records
storage has evolved. Technology now
allows for on-demand scanning, secure
destruction scheduling, and comprehensive
document management online.
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This enables the delivery of a ‘paperlite’
policy rather than rushing straight to
‘paperless’ - and that’s ideal for businesses
who are daunted by the journey.
These days physical records are easier than
ever to access with every single record
tagged - and it’s even possible to manage
them through an online portal.
Reducing your inventory and only storing
records which need to be kept is a big part
of a paperlite future, too. It can save money
and make it easier to go fully digital in future
because you have fewer records to digitise.
Prioritising high-demand records
Not all records are equally important
or accessed with the same frequency.
Identifying high-demand documents
allows you to prioritise their digitisation,
making them readily available online.
This efficient approach saves both time
and resources. By evaluating the contents
of your archive, you can determine which
records should be digitally converted,
securely destroyed, or remain in their
current physical form.
For frequently accessed records, scanning
is the ideal solution. Digital copies can be
retrieved instantly, eliminating the need
for physical retrieval.
Unlocking space and efficiency
Embracing a hybrid, paperlite, approach
facilitates the effortless transition of even the
most recently created records, ensuring their
accessibility from various storage locations.
As the retention date for specific records
approaches, it becomes imperative to
ensure their secure disposal, accompanied
by the acquisition of a destruction
certificate as a testament to compliance.
These measures free up valuable space
that can be repurposed to serve other
pressing business requirements.
In essence, comprehensive knowledge
of your records is the key to making
well-informed choices regarding what
warrants digitisation.
Embracing a hybrid approach isn’t just
a compromise; it’s a strategic advantage
that blends tradition and innovation.
Offering enhanced efficiency, unwavering
compliance, and substantial savings - all
the benefits of going digital, with much
less of the faff!
To find out how we can help you adopt
the paperlite approach, please visit:
www.restore.co.uk/Legal
Nigel Dews
Managing Director,
Restore Records Management