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In 2021, Orana Conveyancing engaged with Futuristic Digital after learning of our document scanning service from the Australian Institue of Conveyancers (AIC) weekly e-Newsletter.
Since then, and having seen the benefits and value of Futuristic Digitals service, we have worked with Jenny and her team to scan around 400 archive boxes of files acumulated across the last 25 years of business.
These files were being stored, but now with all files having been converted to PDF, they are safely kept on their network, the hardcopies have been destroyed and Orana Conveyancing have eliminated the ongoing cost of storage from their busienss overheads.
For more about this great outcome, take a read over our case study below, or reach out and chat with us today.
A. Orana Conveyancing was experiencing a high amount of stress trying to back scan files in-house. With our off site storage facility being full, staff consistently wasting time retrieving files, and the actual added cost of the storage itself, we started a DIY scanning project to save our files electronically to Leap, before arranging a contractor to securely destroy the hardcopies.
This process involved retrieving archive boxes back to our office from storage, then manually prepping and scanning each file. This was time consuming and resource intensive. It was also logistically cumbersome, we had to lug boxes up and down stairs at our premises, engage family members to assist, and often perform the task outside of work hours.
We struggled this way for a few years.
Then, I was reading the AIC newsletter and noticed an advertisement for Futuristic Digital. We immediately made contact to discuss cost, the process & how it works. Deciding it was great value, we gave it a go and have never looked back.
A. We had been operating for 12 years and accumulated a lot of files where the information, notes, correspondence etc weren’t necessarily in digital form. We could see it was best practice to digitise and that this would provide many business benefits and customer service enhancements. It would also protect us if there was a client dispute or a file was subpoenaed.
Adding to this our legal document retention period is 7 years, but what people don’t know is a further 7 year liability period also exists, so digitising was a smart move to make.
Beyond that, we were also looking for the productivity benefits of digital, easy and fast to access information. Along with the disaster recovery (fire, flood, vermin, mould, misfiles, lost information) protection afforded by cloud storage, knowing that it is secure and safe.
A. We are located in Dubbo and Futuristic Digital were very happy to service a regional area. They come and collect our archive boxes, store them while processing, scan them and return the digital files complete, securely and in a timely manner. We can even request unprocessed files by emailing the team, who scan and return them on the very same day.
This has provided a huge amount of relief and comfort knowing that our files are in safe hands and our staff can now concentrate on what we do best, leaving the team at Futuristic Digital to do what they do best.
It’s a Win, Win, situation. We really can’t ask for more.
A. It saves time and ultimately money. We now waste less valuable time doing non-income producing tasks and more time on working on current files for current clients.
Overall its has helped us to be more efficient, more productive, more profitable and has also reduced business overheads.
A. Futuristic Digital do an excellent job. They are on time, professional, thorough, and their communication is on point. This all combines to make it very easy to do business with them.
Did you know when it comes to Legal and Conveyancing an electronic scanned copy of your documents complies as a way of keeping your practices records in archive form? Plus, Its more cost effective and you will reap the business productivity benefits.
With many of your files you’re already doing it. Do you use Leap, Smokeball or some other platform? You’ve likely got a whole heap of attachments that you have saved across from email or scanned and saved one at a time sitting in your system. You’ll also have a physical working file sitting on your desk in a manila folder which upon settlement you archive and store for 7 years, You many even have a further 7 year liability period after that making the total retention time 14 years.
Adding to this you might have a storage shed full of boxes, be running out of storage or home garage space, or your valuable office space could be jam packed with filing cabinets and overflowing files.
Futuristic Digital offer a specialised service to the conveyancing and legal Industry via one off scan jobs, large back scanning projects or ongoing tri-monthly pick ups to keep clients up to date.
You can also pass on a digital document retention fee to clients to cover costs.
If you would like to find out more read on or enquire today to chat with one of our friendly staff.
If you only have a small amount of files to scan we can scan them from $ each. This can be even more cost effective if you have multiple boxes of files for us to process.
Each month your firm will close/archive numerous matters. These go into boxes and end up in storage often costing up to $70 per file to store for 7 years at a facility like FileMan, Grace or Kennards.
Our service allows for as little as one box. This enables you to keep on top of documentation as its ready to archive.
Wanting to digitise your business?
We cater for an all at once approach ‘or’ bite size chunks to suit your cashflow and timeframes.
With large jobs we also tailor pricing based on several variables allowing for reduced unit costs dependent on the scale and complexity of the project.
If you have a scanning job that needs doing, we would suggest having a chat with us before touching anything to understand the process and what will work best for your information. It may be that even trying to sort through files is just a big waste of time and that “scanning everything” is more cost effective and a better use of your time.
Great question. Starting from just $10 per average closed conveyancing file, we would also typically see approx 15 to 20 files per archive box.
When comparing this to the $70 per file to store your files at Fileman for seven years our equation is far more cost effective while also providing many other business benefits for the short and long term.
Another great way to gauge value is by comparing to offsite storage costs, we can be as little as 2 years worth of storage fees, compared to the cost of 7 years to retain and store documents.
Even Better. We consult with you to determine the scope of your project, budget and timeframes, as we can provide an all at once or bite size chunks approach to suit your businesses cashflow.
Everything, We provide for a full door to door service, and can even box documents up for our clients along with securely shredding signed off documents as part of our offering. Our service allows for collection, document preparation via de-stapling and tear fixing etc, scanning to your required industry format (typically searchable PDF/a), document naming and quality checking of processed documents before finally handing back the documents via private upload or portable hard drive, all while being accompanied by a comprehensive job report.
Absolutely, before we touch anything a non-disclosure agreement is signed, our staff are also police checked and they follow our stringent processes and procedure manual. This ensures the accurate capture of information while having a clearly defined audit trail to make sure no information is missed and that everything is traceable while in the custody of Futuristic Digital. In short we have a total care plan in place for your information while its in our hands.
Our facility features:
