Keeping your corporate digital minute book up to date ensures your clients have immediate access to all of their official records. Providing clients with up to date records in an easy and convenient manner goes a long way towards boosting client satisfaction. Highly satisfied clients are more likely to stick with your firm for longer periods of time, improving client retention rates and helping further grow your own firm’s business.
The fastest and easiest way to provide those clear answers to your clients is through the use of entity management software. These types of platforms are trusted by legal professionals for a reason. They allow you to centralize all of your minute books in one convenient location, speeding up the time it takes to find important records for your clients.
Even better is the fact that these platforms have built-in advanced search capabilities to uncover a specific file within minutes. This makes organizing and retrieving minute book records and corporate information much easier compared to combing through stacks of paper documents.
How to organize minute books with cloud-based software
If you choose entity management software to organize your minute books, the next logical question to ask yourself is this: how do you actually organize minute books within the platform? While there are some details that will be unique to your firm’s situation, you can use this overview to establish the basics.
Start with the sections and tabs
Organization is only possible if you decide how to categorize all of your records within the platform. To do that, it all begins with the sections and tabs you create within the platform hierarchy. You can select a variety of styles and names for tabs in a minute book. Define how those styles and names best reflect the way your firm operates, and how you will provide service to your clients.
Decide how to segment files by record type
There are a number of different file types that you can store within your minute book. You could create categories in the form of:
Corporate ledgers & registers
Company ownership charts
Shareholder cap tables
Capital transactions between shareholders
Identify the categories that best describe the record types maintained by your firm on behalf of your clients. By creating categories for each of these record types, it makes tagging, filing, and searching for those records much easier after the information is uploaded into the platform.
Scan and upload all minute book records into the account
Now that you’ve created the sections and record types you’ll use as the framework to organize a corporate digital minute book, you’re ready to upload the records themselves into the platform.
The uploading process is actually very straightforward if you use MinuteBox as your entity management solution. Simply coordinate with our team of scanning professionals and arrange a time to have those professionals come by your office. All scanning is completed on-site and no records ever leave the four corners of your office. This is part of our guarantee that all data is secure and fully protected from the moment our professionals begin the transformation process.
Once on-site, our enterprise grade scanners do all of the work. We’ll transition your record book collection to the cloud efficiently, securely and with the highest quality standards for security. We also throw in our commitment to maintain the highest quality of integrity!
Fast and easy adoption of the solution
Once the upload process is complete, you’re ready to start using and managing your account. You can invite clients to access their corporate records from the cloud, guaranteeing that each client can find and leverage all records pertinent to their immediate needs. Migrating all minute book records into MinuteBox will also modernize your entire workflow. You’ll also help your legal and paralegal professionals earn back valuable time without having to comb through individual paper records for answers to client questions. The speed and ease with which your team can uncover this information is exactly how to improve client satisfaction, ultimately contributing much higher Legal Recurring Revenue for your firm.