We help legal firms manage an old technology – paper – in a high-tech way.
We make getting hold of the right deed, will, contract or court document as quick and easy as popping down to the records library in your own basement. Except this ‘basement’ won’t be at risk from flooding, misfiling errors or someone accidentally shredding the wrong thing. It won’t absorb staff time in searching for files. It won’t take up space that could be used for fee earners. And it might help to reduce your carbon footprint. With over 650 law firm customers across the UK and Northern Ireland, we’ve developed a cost-effective service around the needs of this highly specialised segment. And with the opening of our new flagship facility – an hour from Chancery Lane in our fleet of electric vehicles – carbon emissions of file storage can be cut by up to 40%.
Store confidential files and documents in secure premises with easy retrievals and scan-on-demand services.
High volumes of paper processed so your team can respond to applications and requests more quickly.
Digitised data at your fingertips, with minimum fuss and maximum security.
Security-vetted staff destroy your confidential material at our in-house facilities, validated with a certificate of destruction.
Outsourced storage with your entire document estate indexed, catalogued, visible and accessible.
Digitised data at your fingertips, with minimum fuss and maximum security, to improve collaboration and remote working.
Outsourced storage on your doorstep for shorter journeys – and up to 40% lower emissions in our flagship facility.
Easy onscreen access to your hardcopy documents whenever you need them with our prompt scanning service.
Security-vetted staff destroy your unnecessary documents, which are recycled at UK paper mills.
Free up space to reduce energy use with our high-volume, high-speed bulk scanning service.
Keep your documents safe in our secure premises, with regular retrievals and urgent deliveries within 4 hours by our security-screened staff.
Easy onscreen access to your hardcopy documents whenever you need them with our prompt scanning service.
A dedicated service to keep magnetic tapes and other media protected and easily accessible for disaster recovery.
Outsourced storage on your doorstep for documents that are 100% secure – yet easy to get hold of.
Archive items and oversized assets
Relax in the knowledge that however valuable, unwieldy or delicate your items, they’re in safe hands.
A dedicated service to keep magnetic tapes and other media protected and easily accessible for disaster recovery.
Extract the information from bound books and ledgers without damaging your valuable library.
We’ll take the information locked away in legacy media formats like microfiche and make it usable for your team or customers.
Cut costs by freeing up space to sell or repurpose. Stringent retention date procedures mean you never pay to store waste paper.
Release storage space with our high-volume, high-speed bulk scanning service.
Roll out RPA across your information management workflows to lower costs and increase productivity.
Bring your records management into the 21st century for quicker, scalable, more accurate results.
Ditch the delays and errors of snail mail for perfect post processing – whether for one-off mailings or your entire correspondence.
Convert hard copy document libraries into indexed, searchable digital files to increase efficiency and collaboration.
Digitised data at your fingertips, integrated with your internal record management systems.
Roll out RPA across your information management workflows to lower costs and increase productivity.
Bring your records management into the 21st century for quicker, scalable, more accurate results.
‘OASIS have consistently delivered a quality client-focused service. They successfully managed, in conjunction with DMHS, a time-sensitive project that saw in excess of 40,000 important documents migrated from our in-house facility to their specialised warehouse.’
Answers to common questions about legal sector records management with OASIS.
Will our records and assets be managed securely and in compliance with regulatory requirements?
We’re the largest privately-owned information management provider in Europe, with 650 legal sector clients. Each year we scan more than 204 million items. Over 115 million barcoded boxes and files are stored in our secure, state-of-the-art facilities nationwide. We hold the relevant ISO certifications for quality, environmental, and information security management; as well as British Standards covering secure destruction of confidential material, legal admissibility of electronic information, and conservation and care of archive library collections. We help our clients remain GDPR-compliant. Our vault storage is monitored with 24/7 video surveillance, keypad controls and biometric fingerprint scanners.
If we need to access a document urgently, who will deliver it, and how long will it take?
You’ll struggle to find another records management specialist who offers a closed loop chain of custody for your entire document lifecycle. We don’t use third-party contractors at any stage: audits, indexing, storage, scanning, next-day/rush delivery or secure shredding. Our staff are vetted to BS7858 security standards. We can have a document in your hands in under 4 hours in the most urgent cases, or for on-screen access we will locate and scan documents from your file library on demand. Across the board we meet 99% of our SLA targets.
How can you help us hit our environmental goals?
If you’re serious about sustainability, you need partners who are too. Our flagship London Gateway facility covers 109,000sq ft and was built to BREEAM ‘outstanding’ standards: the world’s leading sustainability standard for building construction. Only an hour from Chancery Lane in our fleet of electric vehicles, clients in London and the South East have their files close to hand, in one of the most sustainable warehouses ever built – offering a 40% reduction in carbon emissions.
Will our law firm benefit from the latest records management capabilities?
Like every industry, records management evolves. At OASIS, we incorporate new processes, technologies and capabilities when we can see they will benefit our clients. Our document management portal has been designed to integrate with case management and other law firm in-house ‘single source of truth’ systems to save time and avoid duplication of effort when managing data. Our new London Gateway storage facility uses energy efficiency strategies, from photovoltaic panels, rainwater harvesting and improved thermal performance, to decrease our clients’ carbon footprint.
How can you help our law firm progress towards digital transformation?
Despite the continued reliance on paper in the legal system, organisations are making progress towards digital transformation. But if your document management portal is siloed from your core case management platform, you’ll struggle to make strides along the road to digitisation. We’ll integrate our document management portal with your in-house system. We can also scan and index files – including legacy archives – to provide searchable data, more streamlined processes, and the opportunity to capitalise on technologies like generative AI, to improve efficiency and analysis.
We’re not happy with our current supplier, but will switching to OASIS be difficult?
The prospect of transferring thousands – sometimes millions – of documents to a new service provider can be overwhelming. So much so, that some law firms stick with suppliers who consistently miss SLAs or don’t offer competitively priced contracts. OASIS has extensive experience in taking over underperforming records management programmes, for everyone from ‘magic circle’ companies to boutique law firms. We manage everything, from audit, cataloguing and barcoding, exception management and training of staff on OASIS end-user systems.
We manage records in-house at the moment – won’t it be less convenient to outsource to OASIS?
The convenience of having records ‘at your fingertips’ can be attractive. But the reason an overwhelming majority of the world’s largest law firms have outsourced their records management, is that the perceived convenience is outweighed by too many downsides. As a legal specialist, trying to run a records library is naturally not your area of expertise. Storing important files at your office risks accidental damage, loss, security violations, wasted office space and reduced profitability due to fee earners spending time waiting or searching for files. With OASIS, any file can be ‘at your fingertips’ within hours – either in hard copy or digitally – while your files are stored and managed correctly and cost-effectively.
