See how mail scanning can help your document flow.
Boost Productivity and Save Time: Eliminate Manual Paper Handling with our mail document scanning for law offices.
In a daily basis, a Law office deals with a big amount of mail, from court documents and client correspondence to legal briefs and contracts, the volume of paper can quickly become overwhelming. Our mail document scanning service for law offices is here to alleviate the burden of managing and storing physical documents, offering you a seamless transition to a digital workflow.
Once your mail is scanned, we employ advanced Optical Character Recognition (OCR) technology to make your documents fully searchable. This means that you can easily locate specific files or keywords within seconds, saving you valuable time and effort. No more digging through stacks of paper or filing cabinets – all your important documents will be just a few clicks away.
Security is a top priority for us, especially when it comes to handling sensitive legal information. We understand the importance of confidentiality in the legal profession, and we have implemented stringent measures to ensure the privacy and security of your documents. Our state-of-the-art encryption protocols and secure servers guarantee that your files are protected from unauthorized access or data breaches.
In addition to the convenience and security benefits, our mail document scanning service also offers significant cost savings. By eliminating the need for physical storage space and reducing paper consumption, you can free up valuable office real estate and reduce your environmental footprint. Moreover, digitizing your documents allows for easier collaboration among team members, regardless of their physical location.
With our mail document scanning service, you can transform your law office into a more efficient, productive, and environmentally friendly workplace. Say goodbye to the mountains of paperwork and embrace the digital age of document management. Contact us today to learn more about how we can tailor our service to meet the unique needs of your law office.
5. Streamlined Collaboration For Mail Document Scanning For Law Offices
One of the key benefits of mail document scanning for law offices is the ability to streamline collaboration among team members. With digital documents, multiple staff members can access and work on the same file simultaneously, regardless of their physical location. This eliminates the need for physical copies to be passed around or transported between offices, saving time and reducing the risk of documents being lost or misplaced.
Delivery: e-mail download - within hours/days.
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HelloSign , the product leader in the eSignature space, makes it simple for businesses to offer fast, secure, and legally binding eSignatures to their customers through its market leading eSignature platform. The HelloSign platform provides electronic fax, electronic signature, and innovative document workflow solutions for the both the SMB and enterprise market. Trusted by millions of users, HelloSign is bringing the tradition and security of pen and paper signatures to the digital world for an uninterrupted workflow. HelloSign today is one of the fastest growing eSignature companies in the market and today is used by over 11M users worldwide and provides eSignature solutions to over 80K business customers in 150 countries.
THE HELLOSIGN DIFFERENCE
HelloSign is the only eSignature company today that is API focused. This means HelloSign offers powerful and unique API features such as pure white labeling along with industry leading developer and debugging tools to ensure a superior developer experience. The product is also accompanied by industry leading technical and customer support to further enabling the best experience possible for customers and partners. HelloSign was ranked most implementable API for 2 years in a row by G2 crowd - the largest user community on the web today. HelloSign was also named the top eSignature solution for both the SMB and mid-market.
HelloSign Enterprise Standard includes custom branding, unlimited templates, and advanced signing workflows.
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ELECTRONIC SIGNATURE SERVICE - OVERVIEW
HelloSign provides a legally binding eSignature solution. HelloSign complies with the requirements of the U.S. Electronic Signature in Global and National Commerce Act of 2000 (ESIGN), the Uniform Electronic Transactions Act (UETA), and the European Union eIDAS (EU No.910/2014) regarding electronic signatures and transmissions, thus making eSignatures fast, easy, and legally binding.
Electronic signatures are valid and legally binding in a majority of countries around the world. Most countries have realized how burdensome ink signatures have become in our fast-paced and globalized economy: Ink signatures slow down the contracting process and create a paper management problem.
MULTIPLE PLATFORM SOLUTION
HelloSign is a universally accessible solution, as only an Internet connection and a major web browser is required to sign a contract. This means that just about anybody you request a signature from can access and sign the documents you send them. You can also easily download and access your contracts that are processed through HelloSign, as we provide all documents in PDF format.
SIGNATURE AUTHENTICATION
HelloSign authenticates document signers so that each party can be confident in who is signing a document. Any person signing a document via HelloSign must either have login information for HelloSign, or have received in their email account a request for signature. To protect HelloSign user accounts, all user information transferred is 256-bit SSL encrypted, including usernames and passwords. We also seek to prevent others from accessing or using your account by imposing automated session time-outs, and emailing you every time a contract is sent to, received by, or signed under your account.
SIGNATURE AFFIXATION
Each signature on a contract is imposed and affixed to the contract. When you request a signature, HelloSign affixes an audit trail cover page to the contract itself. The audit trail contains a globally unique identifier, or GUID, that can be used to look up a record in our database, which shows who signed a document and when.
CONTRACT AUTHENTICITY
HelloSign is designed to keep contracts secure and prevent tampering of the contract during and after the signing process. Utilizing hashing technology, HelloSign creates a unique record of the underlying document before either party signs it and then creates a separate unique record of the underlying document that contains all of the signatures. If a party ever need to prove there was no tampering between the pre-signed and post-signed documents, HelloSign can provide you with the two unique document records. HelloSign utilizes the same technology to help protect your eSignatures.
COURT-ADMISSIBLE TRANSACTIONS LOG
HelloSign creates a comprehensive transaction trail between signing parties. To provide you with a transaction history, we track and timestamp various information from the moment the document is submitted for signature to when it is completely signed and secured, such as IP information and UserAgent information. To help ensure that any tampering of your transaction log is detectable, we process the transactions log with hashing technology. Should you ever need to rely on a transaction log, we are right by your side to assist you.
SECURE RECORDS
We take your contract information security seriously, which is why sensitive communications with HelloSign are protected with SSL encryption. Additionally, we encrypt all of your statically-stored user files and signature information in Amazon's S3 servers, which are housed in an ISO 27001 certified data center, and restrict physical and employee access to it.
ENCRYPTION
Your connection to HelloSign is secure and encrypted using SSL (Secure Sockets Layer). This is the same level of encryption used by leading banks and government agencies. Your documents are also stored and encrypted at rest using AES - 256 bit encryption. Each one is encrypted with a unique key. As an additional safeguard, each key is encrypted with a regularly rotated master key. This means that even if someone were able to bypass the physical security (see below) and access a hard drive, they still wouldn't be able to decrypt your data.
At HelloSign, each customer document is stored behind a firewall and authenticated against the sender’s session every time a request for that document is made. All communications use SSL (Secure Sockets Layer) encryption and all data is stored in a SOC 1 Type II, SOC 2 Type I, and ISO 27001 certified data center. Your documents are stored and encrypted at rest using AES 256-bit encryption.
In addition, each document is encrypted with a unique key. As an additional safeguard, each key is encrypted with a regularly rotated master key. This means that even if someone were able to bypass physical security and access a hard drive, they wouldn’t be able to decrypt your data.
- All HelloSign documents are encrypted at rest using AES 256-bit encryption
- For any document in transit to be signed, all communications are encrypted using SSL/TLS
- All backups are encrypted
- HSTS is enabled (HTTP Strict Transport Security)
- HelloSign uses 2 levels of document encryption - Each document is encrypted using a unique key (a document encryption key or DEK), and that DEK is then encrypted using a master key that is regularly rotated
PHYSICAL SECURITY
HelloSign is hosted in a state-of-the-art SAS70 Type II, SSAE 16 facility that has achieved ISO 27001 certification. Physical access is strictly controlled by professional security staff utilizing video surveillance, state of the art intrusion detection systems, and other electronic means.
Authorized staff must pass two-factor authentication no fewer than three times to access data center floors.
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AUDIT TRAIL
HelloSign creates a comprehensive transaction trail between signing parties. To provide you with a transaction history, we track and timestamp various information from the moment the document is submitted for signature to when it is completely signed and secured, such as IP address and User Agent information. To ensure any tampering of your transaction log is detectable, we process the transactions log with hashing technology. Should you ever need to rely on a transaction log, we are right by your side to assist you. The Audit Trail that is appended to all executed Signature Requests includes an identifier that we can use to lookup the corresponding transaction log in our database. These records include a hash of the PDF document which we can compare to the hash of a questionable PDF document to determine whether or not it has been modified or tampered with.
Each signature on a contract is imposed and affixed to the document. When you request a signature, HelloSign affixes an audit trail page to the document itself. The audit trail contains a globally unique identifier, or GUID, that can be used to look up a record in our database that shows who signed a document and when. These records include a hash of the PDF document which we can compare to the hash of a questionable PDF document to determine whether or not it has been modified or tampered with.
The non-editable audit trail ensures that every action on your documents is thoroughly tracked and time-stamped, to provide defensible proof of access, review, and signature.
Here are a list of all audit-tracked events in HelloSign:
- Document Uploaded
- Document Viewed
- Document Removed
- Document Sent
- Document Signed
- Decline to Sign
- Signer Email Address Updated
- Signer Access Code Authenticated
- Signature Request Cancel
DIGITAL SIGNATURES
Because digital signatures can be implemented in a few different ways, we want to share the exact approach we took in designing this feature for our customers: Every finalized PDF from HelloSign will now be cryptographically "sealed" meaning the PDF's origin and contents can always be verified in the future as authentic and unchanged. To achieve this, under the hood we’re using a “private key” to produce a cryptographic hash (a seemingly random bunch of binary data) representing the state of data in the document. The hash itself is unique to our secret key and the file itself, but can later be validated using our “public key."
The public / private keypair is an important concept in the realm of Public Key Infrastructure (PKI) and in this context is actually known as a “certificate.” Additionally, these certificates are very special in that they are generated and managed securely according to specific instructions to vendors on the Adobe Approved Trust List. Taken together, it means we’re following all the best practices known to ensure our digitally signed documents will meet the high standards our customers expect now and in the future.
Sample E-Signature Transaction
- Requester uploads a document and adds signer components (signer components are items such as blank text inputs, date, name, etc.);
- Requester adds name and email address of signer(s);
- Signer(s) get an email with a secure link (40 character random guid) which allows them to sign the document;
- We track the IP address and signer actions as part of the audit trail which is included in every document;
- HelloSign stores an internal hash of the document in the event of dispute;
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HelloSign Brand Video
HelloSign API for Business
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Disclaimer: Information may not be accurate, price may change anytime or may change at any time. Access Scanning is just a re-seller, manufacturer owns rights and trademarks of software. Description was provided by manufacturer.
*Product and feature availability may vary by region.
6. Disaster Recovery
In the event of a natural disaster or unforeseen circumstances, physical documents can be easily destroyed or damaged. However, with digital mail scanning, you have a reliable backup of all your important mail documents. These digital copies can be securely stored in the cloud or on external servers, ensuring that even if your physical office is inaccessible, your documents are safe and accessible.
7. Eco-Friendly Solution
Transitioning to mail document scanning not only benefits your law office but also the environment. By reducing your reliance on paper, you contribute to the conservation of trees and reduce carbon emissions associated with paper production. Additionally, digitizing your mail reduces the need for physical transportation, further minimizing your carbon footprint.
8. Compliance and Record Keeping
Law offices are required to comply with strict regulations regarding document retention and record keeping. With mail document scanning, you can easily maintain and organize your records in a secure and compliant manner. Digital documents can be indexed, tagged, and stored according to specific criteria, making it easier to locate and retrieve information when needed.
9. Improved Client Service
By digitizing your mail, you can enhance your overall client service experience. Digital documents can be quickly and easily shared with clients, eliminating the need for physical copies or lengthy mailing processes. This allows for faster response times and improved communication with your clients, leading to increased client satisfaction.
10. Scalability and Flexibility
As your law office grows, the volume of mail documents also increases. With mail document scanning, you have the flexibility to scale your document management system to accommodate your expanding needs. Whether you receive a few documents a day or hundreds, digital scanning can handle the workload efficiently and effectively.
In conclusion, mail document scanning offers numerous benefits for law offices, including enhanced efficiency, improved accessibility, enhanced security, cost savings, streamlined collaboration, disaster recovery, eco-friendliness, compliance and record keeping, improved client service, and scalability and flexibility. By embracing digital scanning, law offices can modernize their operations, improve productivity, and provide better service to their clients.
How Our Mail Document Scanning Service Works
Our mail Document Scanning Services is designed to be simple and convenient for law offices. Here’s how it works:
1. Collection and Transportation
We provide secure collection and transportation of your mail documents from your office to our scanning facility. Our trained professionals handle your mail with utmost care and ensure its safe arrival at our facility.
2. Document Preparation
Upon receiving your mail, our team prepares the documents for scanning. This includes removing staples, paperclips, and any other physical attachments that may hinder the scanning process. We also straighten and organize the pages to ensure optimal scan quality.
3. Scanning and Indexing
Using state-of-the-art scanning equipment, we convert your mail documents into high-resolution digital files. Our scanners capture every detail, ensuring the utmost clarity and legibility of your documents. We also provide indexing services, where we assign searchable keywords and metadata to each document for easy retrieval.
4. Quality Assurance
Before delivering the scanned documents to you, we perform a thorough quality assurance check. This ensures that all pages are accurately scanned, legible, and properly indexed. We strive for perfection in every aspect of our service, so you can trust the quality of the digital documents you receive.
5. Delivery and Integration
Once the scanning and quality assurance processes are complete, we deliver the digital files to you in your preferred format. Whether you prefer PDF, TIFF, or any other file format, we can accommodate your needs. We also offer integration services to seamlessly integrate the scanned documents into your existing document management system.
Our mail document scanning service provides numerous benefits for law offices. Firstly, it eliminates the need for physical storage space, as all your documents will be digitized and easily accessible on your computer or document management system. This can greatly reduce clutter and improve the overall organization of your office.
Additionally, our service ensures the security and confidentiality of your sensitive legal documents. Our scanning facility is equipped with advanced security measures, including surveillance cameras, access control systems, and secure file transfer protocols. We understand the importance of maintaining client confidentiality, and we take every precaution to protect your data.
Furthermore, our scanning service offers a significant time-saving advantage. Instead of spending hours searching through physical files, you can quickly locate and retrieve the digital documents you need with a simple keyword search. This can greatly improve efficiency and productivity in your law office, allowing you to focus on more important tasks.
Lastly, our mail Document Scanning Services promotes environmental sustainability. By reducing the need for paper documents, you can contribute to the preservation of forests and reduce your carbon footprint. This aligns with the growing trend of businesses adopting eco-friendly practices and can enhance your reputation as an environmentally responsible law office.
In conclusion, our mail document scanning service offers a convenient, secure, and efficient solution for law offices. With our streamlined processes, advanced technology, and commitment to quality, you can trust us to digitize your mail documents with precision and care. Experience the benefits of a paperless office and revolutionize the way you manage your legal documents.
Why Choose Our Mail Document Scanning Service
When it comes to mail document scanning for law offices, we stand out from the competition. Here’s why you should choose our service:
1. Expertise in Legal Document Management
We specialize in serving law offices and understand the unique requirements and challenges you face. Our team has extensive experience in legal document management, ensuring that your mail documents are handled with the utmost care and confidentiality.
2. Advanced Security Measures
We prioritize the security of your sensitive information. Our scanning facility is equipped with advanced security measures to protect your documents from unauthorized access, loss, or theft. You can trust that your confidential mail documents are in safe hands.
3. Customizable Solutions
We understand that every law office has different needs and preferences. That’s why we offer customizable solutions to meet your specific requirements. Whether you need a one-time scanning project or ongoing mail document management, we can tailor our services to fit your needs.
4. Quick Turnaround Time
We understand the importance of timely access to your mail documents. Our efficient scanning process allows us to deliver the digital files to you within a quick turnaround time. You can count on us to provide prompt and reliable service.
5. Excellent Customer Support
We pride ourselves on delivering exceptional customer support. Our friendly and knowledgeable team is always available to answer your questions, address your concerns, and provide assistance whenever you need it. We value your satisfaction and strive to exceed your expectations.
In addition to these key reasons, there are several other benefits to choosing our mail Document Scanning Services. One of the major advantages is the significant reduction in physical storage space required for your mail documents. By digitizing your documents, you can eliminate the need for bulky filing cabinets and free up valuable office space.
Furthermore, our scanning service allows for easy and efficient document retrieval. Instead of spending hours searching through stacks of paper, you can quickly locate and access the digital files you need with just a few clicks. This streamlined process can greatly improve productivity and save your staff valuable time.
Moreover, our scanning service is not limited to standard paper documents. We can also digitize various mail formats, including envelopes, packages, and oversized documents. This versatility ensures that all your mail documents can be efficiently processed and stored digitally.
Lastly, our mail document scanning service is cost-effective. By eliminating the need for physical storage space, reducing the risk of document loss or damage, and improving overall efficiency, you can save both time and money in the long run. Our competitive pricing ensures that you get the best value for your investment.
In conclusion, when choosing a mail document scanning service for your law office, our expertise in legal document management, advanced security measures, customizable solutions, quick turnaround time, and excellent customer support set us apart from the competition. With the additional benefits of reduced physical storage space, improved document retrieval, versatility in processing various mail formats, and cost-effectiveness, our service provides a comprehensive solution to your mail document management needs.
Contact Us for Mail Document Scanning
Ready to streamline your mail management and embrace the benefits of digital scanning for your law office? Contact us today to learn more about our mail document scanning service and discuss how we can assist you. We understand the unique challenges that law offices face when it comes to managing large volumes of mail and documents. Our team of experts has extensive experience in providing efficient and secure document scanning services tailored specifically to the needs of legal professionals.
By partnering with us, you can say goodbye to the time-consuming and error-prone process of manually sorting, filing, and retrieving physical mail. Our advanced scanning technology allows us to quickly and accurately convert your incoming mail into high-quality digital files. Whether it’s correspondence, contracts, court documents, or any other type of mail, our scanning process ensures that every document is captured with precision and clarity.
In addition to improving efficiency and accessibility, our mail Document Scanning Services can also help you reduce costs. By eliminating the need for physical storage, you can significantly reduce expenses associated with paper, printing, and storage space. Moreover, our streamlined document retrieval process eliminates the time wasted on searching through stacks of paper, allowing your team to focus on more valuable tasks.
At Access Scanning, we pride ourselves on delivering exceptional customer service and tailored solutions to meet the unique needs of each client. Our team of dedicated professionals will work closely with you to understand your specific requirements and develop a customized scanning plan that aligns with your goals and budget. We are committed to providing you with a seamless transition to digital mail management, enabling you to save time, reduce costs, and improve productivity.
Contact us today to schedule a consultation and take the first step towards transforming your law office’s mail management processes. We look forward to partnering with you and helping you unlock the full potential of digital scanning for your business.