NQ blog - October 2015: App technology and staying efficient

Within our firm we use an electronic file storage system. This is not to say that we don’t currently use paper files – we do, which is vital when undertaking court work. However, the electronic system is ideal for managing the administrative tasks within the office. Rather than having a paper-based recording system of court times, dates and meetings, everything is entered on to the system and can be accessed remotely as an app.

There are several benefits to this. The speed with which files can be accessed is of great advantage. For example, think of the situation wherein a client has come in for an appointment but the client’s file has been misplaced, with the result that one or two members of staff have to search the entire office. Think of how much time might be wasted in that scenario (particularly when the file might turn up weeks later). Compare this to the situation of being able to access the client’s file at the touch of a button.

With this comes greater efficiency. Rather than having to input your file entries by hand into paper files, the electronic system allows them to be recorded digitally and all entries are uploaded onto the one system (to be accessed anywhere, including court), meaning that you can complete work faster and save against the need to have all the paper files sitting on your desk.

Additionally, I have found there can be a greater degree of accuracy with respect to file entries – by comparison to paper files which can, understandably, become out of order, and thereby be more difficult to follow, the electronic system keeps a clear chronological order to file entries with the provision to input as much detail as is required (which can be a lot more than a paper entry allows).

Overall, it is always worthwhile to bear in mind that IT is constantly advancing which presents opportunities to enhance our internal workings and practices, to our benefit and, ultimately, to the benefit of the client.