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.

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PRACTICES
High street firms, multi office practices and chambers
CONFIDENTIALITY
Follow me printing and audit trails
BILLING
Cost recovery by client matter
DEVICES
Fujifilm and Develop with finishing
Privileged
Nothing prints until the fee earner is standing at the device
Billable
Every page allocated to a client matter for cost recovery
Integrated
Works with your case management and document systems
Retained
Scanning and retention that supports SRA requirements

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.

A privileged document on an unattended printer tray is a breach waiting for a witness.
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
DEVICES SPECIFIED FOR BUNDLES, SCANNING AND CONFIDENTIALITY
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.

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.

Shared devices used by self employed tenants, with print allocated to the right member and matter and confidentiality between barristers on the same floor.

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.

Devices with stapling, hole punching, tabs and duplex that produce a paginated bundle in one pass, released only to the person who sent it.

Every print, copy and scan tagged to a client matter at the device, so disbursements are recovered rather than absorbed into overhead.

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.

Security and confidentiality guides
How Managed Print Services Improve Document Security in Legal Practices
What Is Follow Me Printing and Why Law Firms Use It
Client Confidentiality and Legal Privilege at the Printer
Secure Printing for Court Bundles and Case Files
FOLLOW ME PRINTING, COST RECOVERY AND AUDIT TRAILS AS STANDARD
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

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.

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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.

Four stages, arranged so the practice keeps working throughout. Most firms are live within a few weeks of the 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.

A right sized fleet with follow me printing, bundle finishing and cost recovery specified, priced as one monthly figure with the recoverable element shown.

Devices delivered and configured with your IT provider and case management supplier, staff cards enrolled, matter codes loaded and old devices removed and wiped.

Remote monitoring, automatic toner and engineer visits when needed, with monthly reporting by matter and fee earner for billing and for the practice manager.

Not sure whether it is time? Read Signs Your Law Firm Needs Managed Print Services.
Managed print for legal practices, common questions
How does follow me printing protect client confidentiality?
Can print costs be recovered from clients?
Will it work with our case management software?
Can the devices produce court bundles?
Does this help with SRA and Lexcel requirements?
What happens to client data on the old copiers?
FROM THE MANAGED PRINT SERVICES FOR LEGAL GUIDANCE LIBRARY
START HERE
Managed Print Services for Small Law Firms: A Complete Guide
READ GUIDE
COST
The True Cost of Printing in Law Firms and How to Reduce It
READ GUIDE
CONFIDENTIALITY
Client Confidentiality and Legal Privilege at the Printer
READ GUIDE
TWELVE GUIDES FOR LEGAL PRACTICES
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.