Law firms and legal offices are paper-intensive by nature, handling everything from court filings and legal correspondence, to discovery packets and client agreements. Managing incoming mail securely and efficiently has always been critical, but with the rise of hybrid work, it’s more important than ever. That’s where legal mail scanning, or a digital mailroom, can make a real impact.
If your firm is considering digitizing its mail handling, this FAQ will answer the most common questions, especially those unique to the legal industry.
What is a digital mailroom?
A digital mailroom is a service that receives your physical legal mail at a secure facility, scans and digitizes it, and delivers those files electronically, so you and your team can access critical documents immediately, no matter where you are.
Why should law firms consider a digital mailroom?
Because every delay, misfiled envelope, or lost document can create real consequences. A digital mailroom helps legal teams by:
- Delivering court notices and time-sensitive materials faster
- Enhancing compliance with legal retention and confidentiality requirements
- Supporting hybrid and remote work models
- Reducing administrative labor and manual sorting
- Organizing documents by client, case, or matter ID
How do court documents get handled in a digital mailroom?
Court documents are:
- Scanned immediately upon receipt
- Indexed for required information, like court name, docket number, and date
- Delivered securely to your team via email, DMS, or workflow tools
- Optionally, physically forwarded to your office if original copies are needed for filing or court submission
Some firms also set up alerts for certain document types (like hearing notices or orders) to ensure nothing critical is missed.
What happens to original legal documents after scanning?
We offer multiple options depending on your compliance needs:
- Secure storage for a designated period (e.g., 30, 60, or 90 days)
- Return delivery of physical originals upon request
- Certified shredding once retention criteria are met
Many firms choose to keep originals for specific items like signed contracts, settlement agreements, or court-stamped documents.
Can discovery packets or evidence materials be digitized too?
Yes. Discovery materials, whether arriving by mail or courier, can be:
- Scanned in bulk or organized by topic, date, or custodian
- Indexed for easy search and retrieval
- Delivered into your document review software or shared drive
How is client confidentiality protected during scanning?
Security and confidentiality are core to the service. Our digital mailroom facility is:
- SSAE-18 SOC audited
- Staffed by background-checked personnel under strict NDAs
- Equipped with 24/7 video surveillance and access control
- Uses encrypted file transfer for all digital deliveries
We also maintain complete chain-of-custody logs for each document handled.
Can scanned documents be routed by case or matter number?
Yes. You can set rules such as:
- Route pleadings to litigation teams
- Route trust documents to estate planners
- Route billing mail to finance
- Assign documents to case numbers or client IDs automatically
Our team can work with you to create a custom indexing and routing system that mirrors your internal workflows.
What types of legal documents can be processed in the digital mailroom?
Virtually any document that comes into your firm can be digitized, including:
- Court orders and filings
- Subpoenas and discovery
- Contracts and agreements
- Client correspondence
- Checks and billing statements
- Notices, certificates, and forms
- Certified mail and return receipts
We can also capture envelope information, which can be important for compliance or proof of receipt.
How quickly will our firm receive scanned documents?
Most law firms receive their digital mail within one business day, depending on urgency and service level.
Does a digital mailroom integrate with legal software like iManage or NetDocuments?
Yes. We can integrate your scanned mail with:
- Document management systems (DMS): iManage, NetDocuments, Worldox
- Practice management software: Clio, PracticePanther, MyCase
- Legal CRMs, billing platforms, or secure file-sharing apps
- Or we can deliver via encrypted email or secure file transfer
We work with your IT team to ensure seamless integration.
How does this help with compliance and audits?
A digital mailroom ensures:
- Time-stamped logs of mail receipt and access
- Automated filing by case or client
- Tamper-proof archives for discovery or litigation holds
- Easy export of documents for audits, court requests, or subpoenas
This is especially useful for firms subject to strict regulatory or bar association recordkeeping rules.
Is a digital mailroom worth it for a boutique or solo law practice?
Yes, smaller law offices benefit significantly by:
- Freeing up administrative time
- Avoiding trips to the office just to check mail
- Maintaining business continuity during travel or emergencies
- Projecting a more professional, responsive client experience
Many solo and small firms see a strong ROI and less operational stress with even modest mail volumes.
The right information at the right time can mean the difference between winning and losing a case. A digital mailroom helps ensure that your firm runs like a well-oiled machine, secure, efficient, and compliant, no matter where your team is located.
Interested in transforming your legal mail process?
Contact Recordsforce to learn how we help law firms digitize, organize, and accelerate their mail workflows.