Case Study: Raeburn Hope

Raeburn Hope is a firm of solicitors based on the northern shore of the Firth of the Clyde in Helensburgh. Led by Alastair Hope and Kirstine McRae, the firm specialises in everything from commercial conveyancing to family law.

We have been working with Capture All since December 2014 in an effort to update all our filing systems and to reduce mounting storage costs. We now regularly digitize our closed files and keep electronic copies which are safely held on external hard drives and which are easily accessible to all our staff and partners. Capture All have been very efficient and understanding to our individual firm’s needs and have been easy to work with to achieve a very satisfactory solution to our ever increasing storage costs. We look forward to working with Capture All on an ongoing basis.

Alexandra Nairn, Law Accountant

Problem

The legal sector is particularly paper-intensive. An informal survey conducted by Arnold & Porter found that attorneys in the United States used between 20,000 to 100,000 sheets of printer paper each year. When you add in letterhead, bond, note, coloured and file folders, that number could be considerably higher. Raeburn Hope have two partners and one assistant solicitor so could easily use 300,000 sheets of paper every year. That’s 200 reams or half a tonne of paper processed every single year. So storing all printed paperwork just wasn't an option for Raeburn Hope. Faced with rising document storage costs, Raeburn Hope made the decision to move over to digital filing. We were selected to lead the project.

Solution

Every two months we uplift in the region of 15 boxes of closed files from Raeburn Hope’s premises in Helensburgh. The documents are brought to our purpose-built facility in Falkirk and securely scanned. The digital images are returned to Raeburn Hope within two weeks on secure encrypted drives. We keep hold of the original documents for at least 30 days and then destroy them after we receive authorisation. Our destruction process sees documents first shredded and then pulped. Raeburn Hope use an alphabetical filing system so we structured the images in such a way so they were ready to be imported into their document management system. Click to learn more about Capture All's scanning services.