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Managed Print Services for Legal
Confidential, billable and dependable print for solicitors, law firms and barristers chambers. Follow me printing that protects privilege, cost recovery by client matter and devices that produce a court bundle without drama.
Law is still a paper profession. Court bundles, signed deeds, witness statements, disclosure and client correspondence all have to be printed, copied, scanned and retained, and every one of those pages carries client confidentiality and often legal privilege. The devices doing that work in most firms were bought one at a time, sit in shared corridors and cost far more per year than anyone has added up.
Our managed print service for legal practices puts print on a proper footing. We audit every device, right size the fleet, install Fujifilm or Develop machines with follow me printing, finishing for bundles and cost recovery by client matter, then run everything for one monthly figure. Toner arrives before it is needed, faults are caught remotely and Bedford based engineers come out when they are required.
CopyBox Document Systems is a family run, award winning business established in 2017 on more than 30 years of industry experience. We are an authorised Fujifilm and Develop reseller and a PaperCut partner and we already support professional practices across Bedfordshire, Buckinghamshire, Northamptonshire, Hertfordshire and Cambridgeshire.
- Free print audit of every device and workflow in the practice
- Follow me printing with card or PIN release on every device
- Cost recovery by client matter that feeds your billing
- Bundle finishing, scanning to case files and secure disposal
Managed print for every kind of legal practice
A two partner high street firm, a multi office practice and a set of chambers print very differently. We have written a guide for each, and for the pressure points they share.
Small law firms
One or two well specified devices that handle everything from conveyancing packs to scanned ID, on a fair monthly agreement with no capital outlay and no surprise toner bills.
Managed print for small law firmsLarge and multi office practices
A common standard across every office, follow me printing that works between sites and one set of reporting for the practice manager and the finance team.
Managed print for large legal practicesBarristers chambers
Shared devices used by self employed tenants, with print allocated to the right member and matter and confidentiality between barristers on the same floor.
Managed print for barristers chambersConfidentiality and privilege
Keeping client documents off the output tray, off the hard drive of a device that leaves the building and out of sight of anyone who is not entitled to see them.
Confidentiality and privilege at the printerCourt bundles and case files
Devices with stapling, hole punching, tabs and duplex that produce a paginated bundle in one pass, released only to the person who sent it.
Secure printing for court bundlesCost recovery and billing
Every print, copy and scan tagged to a client matter at the device, so disbursements are recovered rather than absorbed into overhead.
Cost recovery and client matter billingDocument security built into every device
The commonest confidentiality failure in a law firm is not a cyber attack. It is a settlement letter picked up by the wrong person from a shared printer, a draft will left on a tray in reception, or a copier returned to a leasing company with five years of client documents still on its hard drive.
Follow me printing holds every job on the server until the fee earner or secretary who sent it taps their card or enters a PIN at any device in the practice. Nothing prints unattended, so nothing is left on the tray, and staff can collect several jobs in one visit. Encrypted storage protects documents held on the device and certified data wiping at end of term means the machine itself never becomes the leak. Print logs show who printed what, when and to which matter, which is exactly what an SRA visit, a Lexcel assessment or a cyber insurer will ask to see.
If a page cannot be traced to a person and a matter, it cannot be billed and it cannot be defended.
What managed print costs a law firm and what it replaces
Most firms are spending more than they think, because print is scattered across toner orders, repair invoices, lease payments and fee earner time. Everything below is one monthly figure, and a good part of it is recoverable from clients.
| Included | What it replaces | What it means for the practice |
|---|---|---|
| Fujifilm and Develop devices | A mix of ageing copiers and desktop printers on separate leases | Fewer, faster devices with the finishing a bundle needs |
| PaperCut follow me printing | Uncollected print and documents left on shared trays | Card or PIN release at any device, with nothing printed unattended |
| Cost recovery by matter | Print absorbed into overhead or estimated on the bill | Every page tagged to a client matter and exported to your billing system |
| Scan to case file | Scans emailed to yourself and filed by hand | One touch scanning straight into the matter in your case management system |
| Automatic consumables and engineers | Emergency toner and a copier down the week of a trial | Toner before it runs out, remote monitoring and Bedford based engineers |
| Secure disposal | Devices returned with client data on the hard drive | Certified wiping and recycling with paperwork for your file |
Standard scope of a CopyBox managed print agreement for legal practices
Find out what your practice is spending on print and how much of it you could be recovering
We visit the office, count every device, take the meter readings and look at how documents move between fee earners, secretaries and the post room. You get a clear picture of cost, risk and unrecovered disbursements, plus a proposal for a fleet that fits, with no obligation.
- Confidential by design. Follow me printing and encrypted devices from day one.
- Discreet installs. Delivery and setup arranged around court dates and client meetings.
- Family run since 2017. Built on more than 30 years of industry experience.
- Five star reviews. Rated by the practices and businesses we support.
Integrated with your case management system and your retention policy
A print fleet is only worth having in a law firm if it works with the software the firm already runs on. We configure devices and PaperCut to work alongside case and practice management systems, so a fee earner can print a bundle from the matter, scan a signed document straight back into it and have the cost recorded against the client without touching a spreadsheet.
The same setup supports your retention obligations. Scanning to the matter file with proper naming gives you a complete, searchable record, print logs show what left the building on paper, and certified disposal at the end of the agreement closes the loop, so your file retention policy under the SRA Standards and Regulations is something the print fleet helps with rather than undermines.
How it works, from audit to the first bundle
Four stages, arranged so the practice keeps working throughout. Most firms are live within a few weeks of the audit.
Audit
We map every device, its volumes and who uses it, and look at how print, copy and scan flow between fee earners, support staff and the post room.
Design
A right sized fleet with follow me printing, bundle finishing and cost recovery specified, priced as one monthly figure with the recoverable element shown.
Install and integrate
Devices delivered and configured with your IT provider and case management supplier, staff cards enrolled, matter codes loaded and old devices removed and wiped.
Support and report
Remote monitoring, automatic toner and engineer visits when needed, with monthly reporting by matter and fee earner for billing and for the practice manager.
Managed print for legal practices, common questions
How does follow me printing protect client confidentiality?
Every job is held on the server until the person who sent it authenticates at a device with a card or PIN. Nothing prints unattended, so nothing sits on a shared tray, and the job can be collected at any device in the practice rather than the one nearest the wrong desk.
Can print costs be recovered from clients?
Yes. Users select or are prompted for a client matter at the device, so every print, copy and scan is recorded against it. The data exports to your practice management or billing system so disbursements are recovered rather than lost in overhead.
Will it work with our case management software?
Yes. We configure devices and PaperCut to work alongside the case and practice management systems commonly used by UK firms, so staff can print from the matter and scan back into it. We coordinate with your IT provider and software supplier during installation.
Can the devices produce court bundles?
Yes. We specify devices with stapling, hole punching, tab insertion and reliable duplex so a paginated bundle comes out in one pass, released only when the person who sent it is at the machine.
Does this help with SRA and Lexcel requirements?
It helps with the evidence. Print logs, scan to file, encrypted devices and certified disposal all support your information security and file retention policies and give you something concrete to show an assessor or an insurer.
What happens to client data on the old copiers?
Every device we remove has its hard drive wiped to a certified standard and is recycled responsibly. You receive confirmation for your records so you can show that no client data left with the device.
Browse the Managed Print Services for Legal Guidance
Straight answers on confidentiality, follow me printing, court bundles, cost recovery, SRA retention and legal software integration, plus guides for small firms, multi office practices and barristers chambers.
Read the Legal guidance