Legal Document Scanning for Law Offices & Medical Business
See the difference of the before and after, a solution for your DIGITIZING needs!
Legal secure scanning brings more than efficiency to business. For law firms, scanning documents enhances case management by simplifying how files are stored, tracked, and retrieved. This process not only conserves time but also ensures that sensitive client data remains secure yet readily available to those with permission. Picture having a digital archive of your key documents at your disposal, perfectly prepared for upcoming court appearances or depositions!
When it comes to the medical field, where comprehensive patient records are routine, scanning digitalizes the cumbersome paper files, thereby improving patient care through secure electronic records. Healthcare professionals can quickly access and amend patient data, which advances service quality while cutting down on administrative tasks.
Moreover, embracing digital methods positively impacts sustainability. Reduced paper consumption equates to less deforestation, and without heaps of paperwork filling up office spaces, there’s more room to breathe. Thus, whether you’re advocating for clients or attending to patients, document scanning propels your practice toward a more organized, efficient, and environmentally sustainable future! 🌍📄💻
In the modern era, where document scanning is key to efficiency and environmental sustainability, law offices and medical businesses are increasingly turning to legal document scanning. A well-organized and secure method of documentation not only streamlines operations but also ensures compliance with regulations such as the Health Insurance Portability and Accountability Act (HIPAA) in healthcare and various privacy and confidentiality laws in the legal field. Here’s why businesses in these sectors should invest in document scanning services.
**Regulation Compliance**: Perhaps one of the most significant drivers for document scanning in both law offices and medical businesses is the need to comply with regulatory requirements. In the medical field, HIPAA dictates that patient information must be securely stored and easily accessible to authorized personnel. Similarly, law offices must comply with laws ensuring client confidentiality and data protection. Digital scanning of documents facilitates easy compliance with these rigorous standards, providing the tools necessary for secure data storage and retrieval.
**Efficiency and Accessibility**: When physical documents are scanned and stored digitally, they become far easier to access and organize. For law offices, this translates to streamlined case management and the ability to rapidly retrieve essential documents during litigation, hearings, or client consultations. For medical businesses, digitized records allow healthcare providers to quickly access patient histories, lab results, and billing information without sifting through filing cabinets. This efficiency leads to reduced administrative workload, enabling professionals to devote more time to client and patient care.
Essential tools are needed for Efficiency, such as:
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Three functions in one product: file sync & share, real-time backup, and antivirus (including ransomware)
SecuriSync® backup and file sharing is one of 30+ essential business applications that are integrated into Intermedia’s suite of cloud services. With a single control panel, your cloud is easier to use and more efficient to manage. Plus there’s just one bill, one password and one support team.
* The Admin File Management feature is included with the 100 GB and Unlimited packages. You can add Admin File Management to the 10GB per month package for just $1 per user, per month.
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Real-time file backup
Because SecuriSync is cloud-syncing files, it’s also able to back them up… as soon as changes are made. SecuriSync syncs and backs up more than just the files in your SecuriSync folder—it also protects files and folders on your Desktop and in My Documents, Music, Video, Downloads and Documents folders. Plus, SecuriSync will also automatically backup photos and videos from iOS and Android devices. And unlike other online backup services, once files are backed up with SecuriSync, they’re available from any device: Mac, PC, iPhone, iPad, Android, Windows Phone, BlackBerry and the web.
Restore to any point in time
Backed-up files can easily be restored to any previous versions using SecuriSync in case of hard drive crashes, lost or stolen laptops, accidental deletion or mass file infection. Employees and administrators can use the restore feature to bring back files from a specific time and date.
Sync what you want with Selective Sync
Don’t need all those images and videos taking up hard drive space? Selective Sync from SecuriSync lets you pick and choose what folders and files you want to sync to your device. All your files will always be available in the cloud via the SecuriSync web experience.
File sync and mobile access
With SecuriSync, employees are able to securely work on files whenever and wherever they need to. As soon as files are stored in SecuriSync, they sync across every device where SecuriSync is installed:
- Windows and Mac PCs and laptops
- iPhone, iPad, Android, Windows Phone, and BlackBerry mobile devices
- Windows Servers
- File Streaming on demand for complete access to files from Windows Desktop with minimal footprint.
SecuriSync files are also always accessible from SecuriSync web from almost any web browser.
File sharing and collaboration
In addition to file sync and file backup, SecuriSync offers comprehensive collaboration capabilities, allowing employees to easily and securely share files and folders with people both inside and outside the company.
File sharing: an easy way to send large files
File sharing with SecuriSync web links is an easy and secure way to share files, help ensure large files will be delivered through any email system, and reduce mailbox size by eliminating file attachments in email. You can automatically replace file attachments with SecuriSync links directly in Outlook or you can generate secure links from Office or through the SecuriSync web portal. You can also password protect links and even stop sharing links.
Folder sharing: collaborate on shared content
With SecuriSync, folders are easily and securely shared with co-workers, so multiple people can access and edit the same set of content. Folder sharing saves time by not having to search for the latest version of docs or consolidate multiple revisions and shortens feedback loops. Worried about conflicts or overwrites? With SecuriSync, every previous version is stored and you can roll back to an earlier edit with just one click.
Share outside your company
If you have business partners, vendors, or other external parties that need to access or edit content on an ongoing basis, you can invite them to collaborate on SecuriSync folders. External collaborators can add, edit, and manage content in shared folders just like internal collaborators do.
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File Server Sync
Have a File Server? Enhance it by adding File Server Sync from SecuriSync.
File Server Sync lets you keep files on your File Server, and backed up and synced in the cloud with SecuriSync. Map your File Server drive to SecuriSync to enhance your files with mobility, increased security and collaboration features. Enable File Server Sync by going to HostPilot and clicking the SecuriSync Settings tab.
File server sync
Solve your file server dilemma with SecuriSync and File Server Sync
If you’re using file servers for file storage, your employees are likely struggling to access content when they’re out of the office and to share content with people inside and outside your company. SecuriSync can help solve your file server dilemma with File Server Sync.
The File Server Sync application can be installed on an existing Windows file server and configured to sync all or some files to SecuriSync. It’s a great way to add mobility and collaboration to current file servers.
- Mobile access without VPN: Make it easy for your employees to find file server content without having to set up cumbersome VPN sessions. File Server Sync provides access to critical business information from any device, speeds decision-making, and improves productivity for remote or traveling employees.
- Secure – and easy – file sharing: Eliminate the complexity of sharing file server files via FTP or hoping large email attachments don’t get bounced. File Server Sync makes it a breeze to securely share files between branch offices and with external parties, such as clients or business partners. You can share via web links or with collaborative folder sharing for ongoing projects.
- File server backup and restore: SecuriSync with File Server Sync backs up file server files whenever changes are made and files can be rolled back to any previous point in time, significantly reducing the time to recover from a ransomware attack or other type of data loss.
- For resellers, increased profitability: MSPs and VARs can use File Server Sync to complement and mobilize their customers’ existing file servers and generate recurring revenue and higher margins in the process.
File Server Sync can be used to migrate data from file servers to SecuriSync in preparation for decommissioning file servers. Or, it can be used to synchronize data between file servers and SecuriSync on an ongoing basis to use alongside current file servers.
File Server Sync costs $24.99 per customer account per month.
File Server Sync can be added to any storage package. When File Server Sync is used in conjunction with the Unlimited package, a 1 TB per user limit applies and then overage is charged at $0.25 per GB.
* Storage pooled across all users on the account. File Server Sync can be added to any storage package. When File Server Sync is used in conjunction with the Unlimited package, a 1 TB per user limit applies.
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Anti-malware and antivirus protection from Bitdefender
Protection with Bitdefender’s anti-malware and antivirus software (Free!)
Bitdefender’s anti-malware and antivirus software, a leader in Endpoint Security Suites*, is designed to detect and clean malware in documents and files. It automatically detects spyware, adware, ransomware, and other malicious applications.
Integrated with SecuriSync, all files will be automatically scanned to provide that extra layer of protection to keep your files and documents safe, healthy, and secure. This additional level of security for a file backup and share solution is something that other services don’t provide.
Benefits:
- Prevent breaches and reduce incident response costs and efforts
- Detect zero-day threats, including new ransomware variants, file-based malware, exploits, targeted attacks, script-based attacks, and mutating and polymorphic malware
- Reduce the burden of threat-hunting
- Local machine learning model helps ensure protection of offline devices
Features:
- Machine learning algorithms trained using trillions of samples from a global network of 500 million sensors to predict the progression of threats and allow Bitdefender to adapt its technologies to outsmart attackers.
- Local and cloud machine learning models for malicious file and URL detection
- Multiple machine learning algorithms with more than 75,000 models, including Perceptrons, Binary Decision Trees, Restricted Boltzmann Machines, Genetic Algorithms and Artificial Neural Networks.
- Custom algorithms for false positives mitigation; more than 40,000 static and dynamic features.
Bitdefender’s anti-malware and antivirus software is offered at no additional cost for both new and existing SecuriSync customers.
Administrators can enable and manage Bitdefender’s anti-malware and antivirus software from their HostPilot® control panel by clicking on the ‘Enable Antivirus’ checkbox in the ‘Policies’ tab inside the SecuriSync section. After the enablement, Bitdefender software will start scanning all of the files stored in SecuriSync.
Access Intermedia's HostPilot® control panel to start using Bidefender’s anti-malware and antivirus software for SecuriSync at no additional cost.
Security features
SecuriSync is easy and intuitive for employees to use, but that doesn’t mean businesses need to sacrifice security. SecuriSync offers a broad range of controls to ensure that data is protected and stays secure.
Keeping access strictly controlled
Businesses have full control over who has access to SecuriSync content.
- Access and permissions can be edited, updated and revoked at any time
- Administrators can set backup and data retention policies across their users’ computers
- SecuriSync data can be quickly remotely wiped from any device
- Audit log tracks all file and folder syncing and sharing activities
- Leverages Active Directory user settings, permissions and passwords
Collaboration management tools to protect content
One of the challenges with file collaboration tools is that multiple people might be working with the same file or folder at the same time. SecuriSync includes a number of collaboration and content management features to help minimize confusions and , leading to potential overwrites, conflict copies or accidental deletions.
- Co-editing and locking features help prevent overwrites and conflict copies
- Previous file versions can be restored from the web and from the Outlook plug-in
- Deleted files can be recovered and restored from the web or from Recycled Items
- Disabled and deleted user data is retained and accessible by administrators for the life of the account
Built with enterprise-grade security and reliability
- 99.999% uptime service level agreement
- SSAE 16 Type II-audited datacenters
- Intermedia is SOC 2 audited company-wide
- At-rest data is secured with 256-bit AES encryption
- In-transit data is secured using 256-bit SSL/HTTPS encryption
- Each account is protected with a unique encryption key
- Data can be remotely wiped from any SecuriSync device
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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.
**Space and Cost Savings**: Law practices and medical offices often have to deal with vast quantities of paperwork, which can quickly overwhelm available physical storage space, leading to increased costs for off-site storage solutions. Legal document scanning significantly reduces the need for physical storage, allowing businesses to reclaim valuable office space. This not only cuts costs associated with physical document management but also reduces the environmental footprint of paper-based documentation.
**Security Enhancements**: Security is a paramount concern for both law and medical practices. Physical documents are susceptible to damage from fires, floods, or unauthorized access. Digitally scanned documents, on the other hand, can be stored off-site in secure, encrypted cloud solutions, safeguarding them from physical threats. Advanced digital rights management tools ensure that access is limited strictly to authorized individuals, significantly reducing the risk of data breaches.
**Data Backup and Recovery**: A robust digital document management system includes backup operations that provide an extra layer of security. In the event of a system failure or disaster, advanced recovery options ensure that critical documents are never lost. This reliable backup system is a crucial component, especially for medical and law offices, where losing sensitive information can have serious legal and financial repercussions.
**Technological Integration**: The integration of document management software enhances the utility of scanned documents. Technologies such as Optical Character Recognition (OCR) enable text within scanned documents to be edited and searched, turning static documents into dynamic assets. For medical businesses, integrating scanned documents with existing Electronic Health Record (EHR) systems improves patient data management. For law offices, this means easier cross-referencing of legal documents, facilitating faster case resolutions and better client service.
Incorporating document scanning into daily operations is not just a trend but a strategic decision that law and medical offices must make to stay competitive and client-focused in the digital age. By embracing document scanning technology, these businesses stand to gain operational efficiency, enhanced security, compliance readiness, and substantial cost savings, thereby transforming how legal and medical professionals perform their essential duties.