What happens to legal documents once they are entrusted to L&R’s document storage solution?
This is a question that many people may not think about very often, but it is crucial for ensuring the security and compliance of sensitive information. Document lifecycle management is the process of managing a document from its creation to its eventual disposal, and it involves several stages that require careful attention and planning. In this blog, we will review the different stages of the paper document lifecycle and the importance of each step.
Inception and Creation
The lifecycle of a document commences with its creation. In the legal profession, this could range from a contract or a will to court transcripts or case notes. These documents often contain confidential information that requires careful handling and secure storage.
Storage and Retention
Once created, the document needs to be stored securely. At L&R Storage, we provide archiving solutions that comply with all legal requirements for document retention. In the UK, The Limitation Act 1980 mandates that legal documents be retained for a minimum of six years, and some legal records, such as wills, patents, and name changes, must be retained for more than 15 years. All our storage facilities are fitted with advanced security systems and are accredited with ISO:9001 and ISO:27001, ensuring that your documents are handled and stored safely and securely during the required retention period. For further information about record retention and disposal, you can visit the Records Management and Disposal Policy on the GOV.UK website.
Barcodes
At L&R Storage, we use barcodes for improved document management. Each document or archiving box received at our secure facilities is barcoded against the client’s inventory, a process that is crucial for several reasons. Barcodes allow for quick and accurate data entry, streamlining the archiving process and improving efficiency through reduced search times. It also significantly reduces the risks associated with manual errors and ensures consistency across all our facilities. Additionally, each time a barcode is scanned, it creates a step in a data trail that can be easily referenced to locate items.
Access and Retrieval
During the retention period, there may be times when these records need to be accessed. Whether it’s a lawyer needing to access case notes for an upcoming trial, or a paralegal wishing to review a client’s will, we ensure that only the authorised people from your company will have access to the requested files. Once requested, the document is promptly located, barcode scanned, and delivered by a uniformed L&R driver in a branded vehicle and signed for by the authorised representative. This process creates a paper trail accurately tracking the documents’ whereabouts.
Confidential Shredding
Once the retention period has ended, the document must be disposed of in a manner that maintains client confidentiality. At L&R Storage, we provide a confidential shredding service. This ensures that all documents are disposed of securely and we provide our clients with a Certificate of Destruction confirming their compliance with General Data Protection.
The L&R Storage Solution
Across the UK, L&R Storage is a leading expert renowned for its complete Document Management Services. We offer a diverse range of solutions designed to assist businesses in securely managing the lifecycle of their documents, from inception to shredding. Our tailored services cater specifically to the individual needs of each business, ensuring the ongoing protection of their sensitive information.
At L&R Storage, our expertise in secure document management provides businesses with:
1. Protection of sensitive information from unauthorised access.
2. Assurance of compliance with legal and regulatory requirements.
3. Decreased risk of data breaches.
4. Continual maintenance of information confidentiality throughout its lifecycle.
Contact L&R Storage
Interested in finding out how L&R Storage can help manage your business documents securely? Contact us today! We enjoy talking with our clients to find solutions that meet your needs, ensuring you work efficiently and securely.