One of the major investments a firm makes in records departments is in the filing equipment. NOS guides you when selecting the most efficient and effective storage system to meet the current and future needs of your growing organization. The safekeeping and accessibility of paper and electronic documents is essential to the operation of a successful law firm. Your firm needs access to case histories, client records, research files, federal and state regulations, mergers and acquisitions, rulings, appeals, writs, and more. A well designed and executed records management program can reduce space and labor costs, improve client service delivery and ensure information is there when you need it.
NOS Account Managers maximize your space capacity by measuring and calculating linear filing inches. They then present the best storage solution to streamline your workflow while being sensitive to your budget. High Density Shelving Systems are available in manual, mechanically assisted or powered models and offer a range of safety and security features.
Several types of file storage and records management systems provided are:
- Stand Alone Shelving
- High Density Mobile Shelving
- Rotary File Cabinets and Standard Filing Cabinets
- Asset Tracking Software and Services
- Records Management Consulting
- File Conversions, Purging, Back shifting, and Shredding
Records Management for Legal Services
The safekeeping and accessibility of paper and electronic documents is essential to the operation of a successful law firm. Your firm needs access to case histories, client records, research files, federal and state regulations, mergers and acquisitions, rulings, appeals, writs, and more. A well-designed and executed records management program can reduce space and labor costs, improve client service delivery and ensure information is there when you need it.
Trial Court Decision Rests on Record Integrity
A recent collection case in Pennsylvania, Commonwealth Fin. Sys., Inc. v. Larry Smith, 2011 PA Super 30 (Pa. Super. Ct. Feb. 14, 2011), underscores the importance of being able to demonstrate a record’s integrity or trustworthiness as a key component of having the records admitted into the legal proceeding. ARMA International’s Generally Accepted Recordkeeping Principles® also underscore the importance of being able to demonstrate a record’s trustworthiness within its Principle of Integrity.
Make Finding & Tracking Vital Assets Fast & Easy
For three decades NOS has provided law firms of all sizes with expert advice to ensure their records systems are compliant, efficient and effective. NOS records management professionals will benchmark your document management practices against best in class systems. From electronic imaging, to color coding files, to proper file storage, NOS will provide you with the best solution to manage greater file volumes more efficiently and in less space. Our solutions can even allow you to manage more records with fewer people. When it comes to consolidation of records from multiple offices, NOS can offer you expertise in planning, products and labor, allowing your organization to concentrate on its key business objectives.
” Working with NOS, we enjoy ongoing access to document management experts. We have found that NOS’ records management consultants have a wealth of experience in various disciplines and an extensive records management background.” – Law Firm Records Manager
Find Files Fast in High Density Shelving with RFIDInteraction with your clients often involves the completion and signature of multiple paper documents. The very nature of your profession is document driven. By developing and implementing a proper records storage and management system for your organization, NOS will help you realize efficiencies in space utilization and retrieval time. Files will be easily shared and information will always be available regardless of how or where it is stored.
“Working with NOS has definitely improved our records management situation. We had outgrown our existing set-up, and at different times we’ve needed to have something in place that would allow us to function at the level our business demanded. The ability to look at your computer and know where every file is, for instance, is a big plus. Things move quickly around here, a lot of times lawyers come in and pull their own files, and we need to stay on top of that. As our business has changed, the solutions NOS brought us have definitely made everything easier. We’re more efficient.” – Paralegal Assistant
Reduce Costs & Increase Productivity
Ensuring that only the most essential records are maintained and housed is fundamental to a cost-effective records program. Elimination of non-record and non-essential materials and documents designated for off-site storage can reduce storage costs, and improve retrieval time and access to the information when critical. NOS can help you develop a records retention strategy, based on your specific requirements, which will ensure you are keeping only those records that are essential to retain. We can also help you select and implement the best filing system and storage method for your organization.
“We used NOS’ professional services team to convert our files from top tab folders to a side tab system. The solution recommended and implemented by NOS made it significantly faster and easier for us to retrieve files. In addition, we’re able to store more folders in the high density shelving allowing us to use less storage space.” – Department Manager
Change is Constant
One aspect of change is converting large batches of files to an existing structure, and customizing the structure to achieve the goals of the newly formed organization. Often, this requires the importing of data, re-categorizing data, reordering files, and re-labeling folders on a deadline-driven project and having the project complete as the new signage is drying, ready for work on Monday morning. Our quick turn-around and exceptional service aids in smooth transitions for firms. Let our team save you the overtime and deliver timely results.
Our clients have found that periodic purges of their records center save time and on-site storage space, while increasing filing efficiency. Our experienced professionals help identify the documents and files that are no longer essential, and recommend options including document destruction, off-site storage, or imaging of the purged files. NOS can assist you in identifying the cost-effective solution that is right for your organization. Purging your records on a regular timetable will result in an immediate cost savings on leased office space and may shield your organization from costly discovery and litigation expenses.
NOS specializes in pre-move, move, and post-move services. We analyze your existing space and active filing systems in order to provide a customized plan to maximize your new space. Our move team provides space planning, site surveys, on-site training and ongoing support and a true turn-key implementation.
Don’t Forget Filing Supplies & Accessories
NOS brings a fresh new perspective to buying filing supplies. We’ve helped large law firms to small leverage their buying power with the supplies they use on a daily basis. NOS has formed strategic alliances with leading manufacturers and printers nationwide so that we can obtain quality products at a competitive price. We analyze your current usage and present strategies to save money on items such as:
- File Folders (Pockets, Manilas, and Others)
- Trademark and Patent Folders
- Customized Folders
- Color Coded Labels
- File Boxes
For more information on how NOS records management products and services can make your law firm more efficient, call 800-840-6264 or get in touch with us by email or by completing our online request form.