For law firms · Ottawa and Eastern Ontario
Closed-file scanning for Ottawa law firms.
Nobody bills for the walk to the file room. We turn closed files and archive boxes into searchable PDFs, named to your file-numbering convention, so your lawyers find them in seconds and your storage room empties out.
Member Benefits Partner of the County of Carleton Law Association, with up to 20% off for CCLA members. See our CCLA listing
Why it matters
Hours billed in an eight-hour day. The average law firm utilization rate is 38%. Document handling is among the largest drains on the other five hours.
Clio Legal Trends Report, 2025
Lost per lawyer every week to managing documents, 2.3 of them searching for files that can’t be found.
IDC Information Worker Survey
The yearly cost of that lost time, per lawyer. For a ten-lawyer firm, over $90,000.
IDC, same study
What we scan
Every box in the back room, made searchable.
Files in any condition: stapled, flagged, folded or bound. We prepare them by hand, scan them, reassemble them if you want the paper back, and OCR every page so a single name or file number finds it.
- Closed client files
- Files from a retiring lawyer or a closing practice
- Real estate and estate files
- Litigation boxes
- Corporate records
- Correspondence and pleadings
“It has been phenomenal to find our files with several clicks … Our firm was so pleased with the quality of their work, that we have since begun a second large project with them.”
OttawaTrusted with the records of
- Law firm
Conservation
Municipality
Security services
Engineering
Business
Financial services- PathfinderSystems Design Ltd.Technology
Questions
Asked before the first box.
How do you protect solicitor-client confidentiality?
Your project is assigned to one or two designated employees with Protected B credentials, each under a non-disclosure agreement written for your project alone. No one else touches your files.
Can you match our file-numbering convention?
Yes. Every file is named and indexed exactly to your specification, ready for your document management system or shared drive.
What if we need an original back?
While we hold your boxes, any original file can be recalled within 48 hours.
How are we billed?
An agreed rate per page, with volume pricing for large archives. Invoices come with the deliverable, and you can check the work before you pay.
Free checklist
Closing or retiring from practice: the files
Seven steps for the closed files when a lawyer retires or a practice closes.
- List every closed file and where it’s stored, including off-site boxes.
- Check the Law Society of Ontario’s current guidance on file retention and on transferring files.
- Decide who will be the custodian of the files, and record it.
- Digitize the files, named by file number and client, so any file can be found in seconds.
- Keep a searchable index of every file, and a copy in a second secure place.
- Confirm which originals must be kept before anything is destroyed.
- Get a certificate of destruction for any originals you do destroy.
The free trial box
Send us one box of closed files.
Pick a bankers box of typical closed files. We will scan and OCR them into searchable PDFs, named to your file-numbering convention, and return them within two business days.
Or call Robert: 613-223-7359
For organizations with a real project. Free Trial Terms apply.