Why online document management?
Digital Records vs. Paper

It is well-known that there are two primary advantages for law firms that scan and digitally store documents:

Expense
With the cost of commercial office space increasing over the past few years, many tort law firms find themselves paying exorbitant rent to house voluminous personal injury files. Relieving the personal injury law firm from the responsibility of maintaining these large paper documents will result in a drastic reduction of the space required to maintain the law firm's files. Tortlogic's low, one-time fee for maintaining all of the documents for a personal injury client is a hard, pass-through cost to the client -- that means Tortlogic is free to the law firm using it. The law firm requires less space, pays less rent and gets all of their clients' important case records maintained - at no cost to the law firm.


Accessibility
Digital Records vs. Paper With paper files, whichever member of the case team that wants to look directly at the documents associated with a given case must walk from their desk to the file cabinet where the file is stored, take the file back to his or her desk, then return the file when they are finished. In the meantime, no one else can access those file materials unless they are able to determine who has removed them from the file cabinet and go to them directly. With Tortlogic, everyone in the law firm that has a password can view any of the records maintained for any given client at any time -- even when they are not at work. Because Tortlogic works with many case management softwares, employees of some law firms will be able to access all documents related to an individual client without ever even having to exit the case management software. In addition, all documents scanned onto Tortlogic are immediately OCR’d (optical character recognition) and a digitized “shadow document” is created on our server. This allows anyone in the law firm to instantly conduct a search for a term or search string contained on every document maintained for the firm by Tortlogic.


Security
Digital Records vs. Paper Because of the advantages of digitizing special damages proofs, many law firms have already taken the step of scanning all special damages proofs and storing them on their own server. While this practice is a step in the right direction, saving the law firm the cost of storing paper files and allowing easier access for the staff, on-site storage creates other problems.

First, the law firm must make extraordinary efforts to make certain that there network server is not "hacked" by an individual outside of the law firm. Such an intrusion and leak of an important client information would, at the least, proved quite embarrassing and, at worst, might reveal an expensive and troubling violation of the Health Insurance Portability and Accountability Act (HIPAA).

At Tortlogic we work hard to make certain that the information entrusted to us for safeguarding is as secure as is technologically possible. We continually update and improve our security features to ensure the best protection that our clients and our clients' clients can get.


Safety
Another problem created by a law firm's attempts to store their clients' valuable personal information on an internal server is the very real potential for data loss. Unless data is properly and diligently backed up to another, off-site hard drive, all of the law firm’s data could be lost to a hardware or software malfunction, not to mention a fire. Further, even with such safeguards, a disgruntled employee with the proper access and credentials could conceivably destroy all of the law firm's data.

At Tortlogic, all data is backed up continuously, so that there are, at any given time, three different copies of your data at three different locations. Accordingly, the complete destruction of one set would still leave two identical sets of data, and, as a Tortlogic client, you would never realize that there had been a problem at all. If all of your data is erased by a rogue employee, Tortlogic still keeps all deleted files and records for 30 days, so that a client who had all of their data deleted could retrieve it with a single phone call. Lawyers that protect their documents by using Tortlogic realize there is a huge difference between the terms "disaster recovery" and "business continuation".