A boutique corporate and commercial legal practice based in Gaborone, Botswana, handles large volumes of sensitive client records daily. As volumes grew, so did the operational strain, slowing access and increasing potential risk.
The Challenge
- Overflowing storage and a heavily cluttered office environment
- Time lost searching for misplaced or misfiled documents
- Risk of lost or incomplete records which could have impacted client representation
- Physical vulnerability, for example, unauthorised access or data loss due to fire, floods or theft
As a legal practice governed by the Botswana Data Protection Act, the practice required a solution that ensured confidentiality, integrity, and traceability, backed by both ISO 27001 and ISO 9001 certifications.
The Solution
A secure, compliant off-site records management solution with:
- Records packed and indexed by Metrofile and transferred to our storage facilities, which are monitored 24/7 and protected against environmental damage.
- Active filing systems to deep store files and records for long periods of time, while making it quick and easy to retrieve information when needed
- A track-and-trace system to ensure nothing is ever lost, misfiled, or accessed without authorisation.
- Customised delivery and retrieval options were tailored to the firm’s urgency and access needs.
The Outcome
Greater structure, control, and peace of mind. The legal practice now operates with:
- Full compliance with Botswana’s Data Protection Act, supported by secure off-site storage and ISO-certified processes.
- Fast and easy access to critical files daily, without compromising security or order.
- Greater protection against data breaches
- Immediate access to full audit trails
- Cluttered storage areas have been cleared, creating space for team collaboration and client interaction.
Get the order and control your business needs:
Whether you’re managing physical case files, transitioning to digital systems, or doing both, Metrofile provides scalable and secure solutions.
Be it on your premises, off-site on ours, or a combination of both we support organisations that want to:
- Create order from disconnected or unstructured information
- Comply confidently with data protection and industry regulations
- Access information quickly and securely, wherever and whenever it’s needed
Let us help you put structure, security, and speed at the heart of your information strategy, click here or more.
