You also need a solution that allows your law firm to track and expense these processes. Bates stamping, scanning to email, security features, and more are crucial capabilities your copier needs to deliver to your office.

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Just picking the least expensive copier isn’t enough: due diligence is as important in a multifunction printer or office copier as for any other business investment decision. Make sure you go through this list and check your boxes diligently before you pick your next office copier.

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Scanning Capacity & Speed

Capturing document scans is a memory-intensive process for law firms. Make sure your copier has fast scanning capabilities, and that it is able to store images for large legal files. Make sure you investigate whether document management software is available on your machine, or what upgrades are available for it. An ideal solution will save physical space in your office and make document access a lot easier, by allowing your paralegal staff to simply keyword-search for documents and case files.

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Paper Size

Your legal practice will deal mostly with 8.5×11 (letter) and 8.5×14 (legal). But you should ask yourself if your document needs to cover other sizes (11×17, for example). Paying extra for a printer that can handle unusual sizes might make sense if you come across them often enough. If that’s not the case, the occasional odd-sized document can be handled by outside vendors as a more cost-effective solution.

Document Management and Workflow Integration

Document management software can literally save you tens of thousands of dollars a year. Did you know that the average professional spends an average of 18 minutes locating a document? Multiply that by the number of searches for each of your paralegal, administrative and legal staff, and you’ll understand why a solution line Canon’s uniFLOW could save you a lot of money. uniFLOW allows your copiers to become an extension of your workforce, to save you money and time, and by providing accurate reporting on print and scan jobs.

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Compliance and Security

Compliance with the Health Insurance Portability and Accountability Act (HIPAA) must be met when handling medical information. Residential real estate transactions are regulated by the Consumer Financial Protection Bureau (CFPB). Look for copiers capable of allowing print job release at the printer to avoid allowing print jobs to sit uncollected (and viewable by anyone) in the copier output tray. And don’t forget the copier hard drive – follow network security protocols and ensure that the hard drive is secured or erased periodically. Properly set up, copiers enhance document security.​

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According to the iManage.com website, more than 2500 professional service firms, 250 service organisations, 500 corporate legal departments and 120 government agencies – a total of more than one million professionals in 3000 companies – rely on iManage around the globe. If you’re interested in a connective app, then you’ll already know that iManage is a market-leading document and email management tool.