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​​​Legal & Conveyancing File Scanning

​1 box to 100's, from just $10 per closed file

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​​​Why Digitise - Case Study
Orana Conveyancing,
Dubbo

Last year, Orana Conveyancing engaged with Futuristic Digital after learning of our document scanning service from the AIC weekly e-Newsletter.
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Recently, we asked Jenny about our service, and this is what she had to say.​
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​Q. What made you engage with our AIC sponsorship advertisement? 
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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.


Q. Describe what you were trying to achieve by digitising? 

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. 


Q. Why did you see value in this service? 

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. 


Q. How has this improved your business? 

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.


Q. How would you describe the service you have received?

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.


Q. Would you recommend Futuristic Digital?  

A. ABSOLUTELY!
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Lets talk about keeping your closed matters in digital format.
Why? because, it's about efficiencies that drive the profitability in your practice.
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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.
​You might also have a storage shed full of boxes, be running out of storage space, or your valuable office space could be jam packed with filing cabinets and overflowing files.

This is where Futuristic Digital can help!

Futuristic Digital offer a specialised service to the conveyancing and legal Industry via one off scan jobs, large back scanning projects or ongoing 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.
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​​​Clients

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Proudly Associated with the AIC

​​​Client Referrals

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Julie Fox - Fox Stevens Conveyancing.
Since our beginning, we have used Futuristic Digital for collection and digitisation of the 'working file' for our closed conveyancing matters. They collect, digitise, QA and securely destroy the originals. We then upload them to leap where they are securely backed up, effectively making our entire archive digital.
Ben Stevens - Stevens Conveyancing.
We’ve been involved with Futuristic Digital since establishment, having the added benefit of discussing the needs of small business operations as they refined their processes for the wider market. Needless to say, they listened & have provided a great service that pays a lot more attention to small & micro-businesses.
Kerry Martin - Kerry Martin Conveyancing.
We started digitising our closed files after meeting Futuristic Digital at an AIC Best Practice group in 2019, since then we've been digitising our documents. 
Futuristic Digital literally take care of everything in a bi-monthly service. They pick up, process, upload, QA check and then securely destroy our files once i check them. It has helped my business be more productive, efficient and profitable. What a great service for our industry!
Ann Blannin-Ferguson J.P., ABF Conveyancing.
As I work from home there is not much room to store paper files – I was very happy to work with Futuristic Digital to scan all my old, and, ongoing files. They just made the process easy. Now I have my records stored digitally for easy future retrieval and reference.
I would highly recommend this service to all conveyancers as a way of improving business and managing costs.

​​​What is our approach

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1. Just a few files from $10 ea.
If you only have a small amount of files to scan we can scan them from $10 each. This can be even more cost effective if you have mulitple boxes of files for us to process.
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2. Monthly Collection of 1-20 Archive Boxes
​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.
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​3. Digital Conversion Projects of 20-1000's of Archive Boxes 
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.
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​​​About our service

What is your motivation for scanning?

  • Improving compliance management in case of an Audit? 
  • Are you trying to DO-IT-YOURSELF?
  • Does Fileman cost to much ?
  • Are you locked into paying for a service you don't use ? 
  • Out of office space ?
  • Offsite storage costing to much ?
  • Wasting time recovering subpoenaed and requested records ?
  • Storing in your garage a little to risky ?
  • Retention period of 7 years + 7 more years liability period ?
  • Wanting more mobility for your information ?
  • Is your Disaster recovery plan not disaster proof ?

What are the benefits ?

  • Lower overheads and faster access to information.
  • Eliminate offsite storage cost.
  • Free up office space for more staff.
  • No ongoing contract costs.
  • Secure your Information and your IP on your own network.
  • Accessibility via cloud and ease of sharing to a mobile workforce.
  • Improved efficiency and easily scalable for growth.
  • Offset the cost by charging a document preservation fee to clients. ​

When should you contact us ?

​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.

What is the cost ?

​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. 

What does our service include?

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.

Can you trust our confidentiality?

Absolutley, 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

Will your information be secure?

Our facility features
  • Combination door lock access.
  • 24/7 CCTV monitoring with alarm and remote alert.
  • 24/7 Personnel presence for the security of documents.
  • Fire protection & smoke alarm systems.
  • Emergency Evacuation plan.
  • Document racking for up to 400 archive boxes for files being currently processed.
  • Pallet Storage for up to 800 additional boxes for processed or upcoming files to be scanned.
  • Loading dock with pallet jack access for up to a Pantech size truck with tail lifter.
  • Local on-site server with remote offsite daily back-up to ensure document security and disaster recovery measures are to the highest standards.
  • Scheduled pest and vermin management procedures in place to ensure a zero pest & vermin presence.
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NEWCASTLE

Newcastle
Crows Nest
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CLIENT REFERALS

LOCAL NETWORKS

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CONTACT US

Phone | 1300 32 32 99
​Email | hello@futuristicdigital.com.au
​Locations | Newcastle & Crows Nest
  • Home
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