We collect, store and manage closed physical files at no cost*.
*‘No cost’ means that File Republic charges per matter or per bundle, allowing law firms to recover these fees from clients as a disbursement. Pricing does not create an additional overhead for the firm.
Becoming truly paperless.
We’ve transformed thousands of firms into paperless, compliant and efficient organisations in three simple steps.
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Your legacy files are collected
Your files are transported to our facility at no cost*
Your file covers are scanned and barcoded
Your files are placed into an RFID tagged box
Your files are indexed using metadata
Your file details are uploaded to a secure, searchable portal for 24/7 access
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Your files are easily searchable should you require them quickly
Scanned copies are easily requested via the portal
Physical copies can be returned upon request**
Retention dates can be set and amended via the portal and secure, compliant destruction arranged upon request
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New matter collection can be regularly scheduled or arranged upon request
All new matters are front cover scanned, barcoded, indexed, placed into an RFID tagged box and details uploaded to your secure portal
New matters are charged using an up-front, one-time per matter charge making them disbursable to your clients.
*Subject to fair use. **Charges may apply.
All of our services, none of the cost*
A single, all-inclusive fee applies per new matter.
Charges can be automatically recorded against the client ledger in your practice management system**.
The fee is fully recoverable as a client disbursement or cost recovery, ensuring no out-of-pocket cost to the firm.
Lower storage expenses, improve productivity, and strengthen compliance processes.
*Services are disbursable to clients due to per-matter billing **Automatic recording where integration is enabled
More than compliance.
Advanced Physical Security: Storage centres are fortified with perimeter fencing, 24/7 security personnel, continuous video surveillance, and stringent, multi-factor access controls to prevent any unauthorised entry.
Optimal Preservation Environment: State-of-the-art climate control systems maintain precise temperature and humidity levels, protecting your files from environmental degradation and ensuring their longevity.
State-of-the-Art Fire Protection: Highly advanced fire suppression systems are designed to extinguish any threat swiftly and effectively, often using specialised methods that protect paper records from water damage.
Strict Access Protocols: Every file is meticulously tracked, and access is restricted to authorised personnel only. We adhere to rigorous security and privacy protocols, ensuring the complete confidentiality of your information from the moment it leaves your hands.
Certified so you can be certain.
In today's information landscape, trust is everything.
The Cybercert SMB1001 Gold certification is our commitment – backed by independent verification – that when you entrust us with your sensitive information, it's protected by rigorous, industry-leading security practices.
You asked, we answered.
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Our systems allow users to manage files online with minimal effort. We manage the labour-intensive tasks associated with retrieving files and processing documents for secure storage so you can spend your time on billable activities.
Our single fee per matter approach means you can capture and pass on the cost of file archiving to clients as a legitimate and recoverable disbursement.
File Republic integrates with practice management software and will automatically generate a disbursement to the clients’ ledger for firms to recover costs.
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File Republic will set a compliant destruction date with you. Usually, seven years into the future but 100% customisable at your request.
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We provide a free and fast online conversion to PDF for retrievals. This option enables you to retrieve the client file as a PDF document rather than receiving back the original documents.
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We supply you with a lockable security crate where physical closed files are put into once the matter has ended.
We then add you to a recurring collection schedule to collect the closed files. Collections can be weekly, fortnightly or monthly (whichever you prefer and is most convenient);
We visit you in accordance with the collection schedule and collects the security crate (with the firms closed files) for archiving and leaves several empty security crates with the firm for the next scheduled collection.
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We aim to perform, at no cost to you, a complete audit of all your existing records. i.e. they become searchable and managed through our secure web interface. This audit process has a lot of value in that lost or misplaced information can be easily found, reducing your exposure, and helping you setup a formal destruction process.
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Iron Mountain is a purpose-built facility with the following safeguards:
Security - Inclusive of construction, perimeter security, entry security, interior security and security planning.
Fire Safety - Preventative measures with proven fire-safe construction and dependable water supplies.
Environmental Controls - Comprehensive environmental conditions that safeguard records from the elements