The legal industry has always been deeply rooted in paper-based processes, but the shift to hybrid work has made it clear: firms can no longer afford to rely on physical documents. Attorneys and legal staff work across multiple locations. Confidential client information must be accessible, secure, and seamlessly integrated into digital workflows.

While many firms have already begun scanning and digitizing their documents, a surprising 61% of paper still requires scanning—underscoring the fact that traditional scanning approaches haven’t fully caught up with the modern workplace.

The question isn’t whether firms should move to digital-first operations- That is a given. The real challenge is… How do firms modernize these workflows in a way that is sustainable, secure, and scalable? This is where cloud-based scanning comes into play.

The Problem with Legacy Scanning Approaches

Most firms have historically relied on on-premises scanning infrastructure—copiers, scanners, and local servers to process and store files. But these old approaches have significant limitations:

• Limited accessibility – Paper documents only exist in one place at a time, impeding productivity for remote and hybrid workers.
• Security risks – Paper is easy to misplace, and physical records rooms present compliance challenges.
• IT complexity – Traditional document scanning is often dependent on IT resources to maintain software, hardware, and infrastructure.
• Real estate costs – As firms optimize their office footprint, maintaining on-site records storage is expensive and undesireable.

Why Cloud-Based Scanning is the Future: The Top 5 Advantages

Scanning directly to a cloud document repository, firms overcome the challenges of using old methods while unlocking new efficiencies. Here are five key advantages of cloud-based scanning for the hybrid law firm:

1. Cloud Enables True Anywhere Access

Hybrid work means attorneys and staff are constantly moving between home, office, and client meetings. With cloud-based scanning, legal professionals can instantly access scanned documents from any device, anywhere—without being tethered to a physical office.

This isn’t just about convenience—it’s about business continuity. When critical documents are digitized and stored securely in the cloud, firms reduce the risk of misplaced files, lost mail, or delays caused by in-office dependencies.

Also see: Law Firms Must Transform Mailrooms: 40% of First Class Mail Now Takes Longer

2. Security and Compliance are Strengthened

With client confidentiality and data security being paramount, law firms must ensure that scanned documents are protected at every stage. Cloud-based solutions leverage enterprise-grade encryption, secure access controls, and standards for operational controls like SOC 2 Type 2, ensuring that sensitive legal records remain safe from breaches, loss, or unauthorized access.

Beyond security, compliance and governance are also simplified. Unlike paper records, which are difficult to track and audit, cloud-based systems provide a clear digital chain of custody. This is important to enforce document retention policies and meet regulatory requirements.

3. Eliminating IT Bottlenecks with Faster, Simpler Deployment

One of the biggest barriers to modernization in legal tech is IT backlog. Traditional on-premises scanning solutions often require months of setup and dedicated IT resources. Cloud-based scanning is easy to adopt because it removes this friction:

• No on-premises infrastructure to maintain
• No major IT project, simple cloud configuration
• Rapid deployment enables firms to go live in weeks, not months

By eliminating IT roadblocks, firms can modernize faster while keeping limited IT resources focused on strategic initiatives.

4. Cost Efficiency and Real Estate Optimization

Law firms are reducing their office footprints, and physical records storage is an undesirable cost. Moving scanning to the cloud allows firms to:

• Free up valuable office space previously dedicated to file rooms
• Reduce spending for on-premises scanning infrastructure
• Shift to a subscription-based model, eliminating large upfront IT investments

Ultimately, this approach aligns with law firms’ broader digital transformation strategies, allowing them to be more cost-efficient and more responsive to clients.

5. On-Demand Image Processing Solves Scanning Volume Uncertainty

Paper volumes fluctuate. The quantity of mail can periodically spike, case files accumulate before trial, and large digitization projects require bursts of processing power. Traditional scanning infrastructure is fixed so firms either underutilize resources or struggle with bottlenecks.

Cloud-based scanning introduces on-demand scalability to dynamically scale up based on real-time needs. No need for expensive hardware upgrades or waiting for IT teams to provision new servers—scanning operational capacity expand instantly as needed.

The Shift is Happening—Is Your Firm Ready?

The legal industry has reached a critical turning point. Hybrid work, security concerns, and the cost of real estate are forcing firms to rethink paper records scanning. Firms that still rely on manual, on-premises scanning workflows will find themselves at a disadvantage. The inefficiencies, security risks, and escalating costs are impediments to a law firm’s success and future growth.

Cloud-based scanning is not an IT upgrade— it’s a strategic imperative. Firms that embrace this shift gain agility, security, and cost-efficiencies.

For legal professionals looking to future-proof their operations, the time to transition is now. Firms that act decisively will have an advantage from utilizing an everyday solution that improves responsiveness to clients.

The shift to a hybrid workforce has fundamentally changed how businesses and law firms manage mail and records. For decades, paper-based processes were standard practice, but today are a liability. The inefficiencies, security risks, and costs of maintaining traditional mail and records rooms are pushing organizations to re-think their approach.

At DocSolid, we’ve built Airmail2 Cloud, a purpose-built cloud SaaS solution that digitizes and optimizes mail and records operations, ensuring secure, streamlined access from anywhere. Whether you are are a optimizing your firm’s real estate footprint, a corporate legal department seeking stronger compliance, or a commercial business focused on improving workflow efficiency, Airmail2 Cloud helps modernize document management for a digital-first world.

 Why Paper-Based Mail and Records No Longer Work

Many firms made abrupt shifts to digital processes in recent years, including scanning and distributing mail electronically. These makeshift digital mailrooms allowed operations to continue, but they lack structure, governance, and security. Firms still operating with temporary, inefficient workflows need to consider the risks:

• Security & Compliance Risks – Scanned PDFs are often attached to emails and sent without tracking or governance, increasing the risk of breaches, lost documents, and regulatory violations.

• Inefficiencies & Cost Burdens – Firms physically deliver mail after scanning it, duplicating efforts and creating unnecessary work. Many continue to pay for file rooms and paper-based workflows despite shrinking office space.

• Hybrid Work Challenges – With attorneys and professionals working two to three days per week remotely, firms must ensure seamless, digital access to mail and records from anywhere.

The solution? A structured, purpose-built digital mail and records management system purpose-built for the hybrid workplace.

Introducing Airmail2 Cloud: A Purpose-Built Solution for the Hybrid Workplace

Unlike generic scanning solutions, Airmail2 Cloud is engineered specifically for digital mailrooms and records rooms, offering a secure, automated, and fully governed workflow.

Digital Mailroom Solution

How it Works:

• Secure, DMS-Centric Delivery – Mail is automatically scanned, tagged, and routed directly into the firm’s document management system (DMS), including iManage, NetDocuments, SharePoint, and OneDrive. No more scattered PDFs floating in email inboxes.
• Smart Notifications & Structured Workflows – Users receive email notifications with secure links, avoiding governance risks associated with PDF attachments.
• Customizable Mail Processing – Firms can configure rules for mail delivery, ensuring the right documents reach the right people with minimal manual handling.

Why It Matters:

• Eliminates unstructured, makeshift scanning processes that lack governance
• Reduces the costs and inefficiencies of physical mail distribution
• Ensures attorneys and staff can access mail seamlessly—whether at home or in the office

Digital Records Room Solution

How it Works:

• Structured Record Profiling & DMS Integration – Mailroom and records staff index documents into the correct matter file, client folder, or department archive without requiring direct DMS access.
• Automated Paper Disposition Tracking – Firms can digitally manage paper documents from scan to secure destruction, reducing the need for on-site file rooms.
• Enterprise-Grade Compliance & Audit Trails – Every scanned document is tracked, ensuring firms meet regulatory and security standards.

Why It Matters:

• Supports law firm real estate reductions by eliminating paper-based file rooms
• Ensures critical records are accessible—without relying on physical retrieval
• Enhances document security and compliance, reducing exposure to breaches and malpractice risks

Built for Law Firms—Trusted Across Industries

DocSolid is a proven leader in digital mail and records solutions, with a track record of success with many of the largest law firms, corporate legal departments, and commercial businesses in the world.

Airmail2 Cloud is growing in usage beyond the legal market as many types of business discover the benefits of a cloud-based scanning solution. Companies in staffing, insurance, finance, and professional services are leveraging Airmail2 Cloud to modernize document workflows and improve information governance.

Certified integrations with leading document management platforms—including iManage, NetDocuments, Microsoft OneDrive, and SharePoint— make Airmail2 Cloud easy for any organization to choose.

Ready to Future-Proof Your Mail and Records Management?

If your firm or organization is still relying on outdated mail and records processes, now is the time to modernize.

✔ Reduce costs by eliminating physical mailrooms and file storage
✔ Strengthen governance with a structured, DMS-centric approach
✔ Improve efficiency with automated workflows and secure, cloud-based delivery

Want to learn more?  Email us at hello@docsolid.com or visit our website to see how Airmail2 Cloud can transform your mail and records management.