In today’s digital world, you may not have to handle legal documents in person. Whether it’s insurance contracts, case files, or other types of paper documents, there will be times when you’ll have to sign and submit them remotely – especially amidst the pandemic.
When this happens, you’ll likely have to scan your document and send it online. But did you know that documents often bounce back and forth between clients, lawyers, and law offices due to minor scanning mistakes? This wastes time and energy for all the parties involved.
You can’t treat a legal file like any other piece of paper. Our quick guide will give you all the information you’ll need to ensure that scanning errors don’t get in the way of your case management. For additional advice, don’t hesitate to contact us!
Signing And Preparing Your Documents
Before scanning legal documents, make sure you’ve read and accomplished everything you need to within the file or document itself. This includes:
Signing every marked blank on the document
Signing each page, if necessary
Dating your signatures, if required
Filling in your name and other essential information
If you make a mistake and have to cross something out on the file, don’t worry – it’s perfectly acceptable to do so. Just be sure to date and sign your initials where this happens. If not, the document will likely be returned to you.
Legal Document Scanning For Wet Signatures
These days, most industry offices (e.g. insurance companies or law firms) allow e-signatures, which means that you can digitally add your signature to a document without having to print out paper files. However, depending on company policies or state laws, you may still be required to submit a wet signature, which is a written signature via pen on paper.
If you’re required to give a wet signature, you don’t have to go to the company or mail in your file. You can still send your signed documents through scanning services. If you have your own computer and scanner, then legal document scanning shouldn’t be a problem.
Here’s how you can scan legal documents on your own:
Before you start, make sure your scan size is set to legal size. Otherwise, your document will exceed the scan area and information may be cut off.
Place your document flat on the scanner and ensure the corners line up. Most scanners will have a lid that reduces noise and prevents your document from blurring.
When scanning legal documents, it’s best to save your document as a pdf.
Once the document is ready, you can send this to the law firm or company through email.
If you don’t have a scanner at home, there may be scanning services available in your area. Professional legal document scanning services ensure each page of your document is scanned properly and without error.
Using Your Phone For Legal Document Scanning
If you don’t have a computer, scanner, or nearby document scanning services, don’t worry! Thanks to advancements in digital technology, your phone may be just as capable of legal document scanning as professional HP scanners.
Third-party apps such as Scanbot make this much easier. Android users with the Google Drive app have a Scan option available as well. iPhones with iOS 11 onwards have this feature built into the Notes app.
Simply lay your document on a clean, flat, well-lit surface. Make sure there are no obstructions, such as shadows or other objects in the frame. You should use a non-white background so your scanning app has enough contrast – this will help them find the edge of your document and crop the file properly.
Your phone should be able to handle all types of files. Documents or case files can then be saved as a PDF and sent to the company’s email address.
Advancements in technology have made signing and scanning legal documents much more efficient. If you don’t have your own scanner at home, you can even use your phone to send important papers.
For more information, tips, and advice from legal and financial professionals with years of experience, contact Wesley LLC!