In busy legal practices, managing large volumes of physical client files, deeds, and case documents is a constant challenge. Files are frequently moved between departments, fee earners, and off-site archives—leading to delays, lost documents, and compliance risks.
Our modern solution is designed specifically to address these issues by providing a barcode-driven file and document tracking solution that delivers full visibility and control over every physical item in your firm.
Using barcode technology, the system ensures that every file, box, and document is uniquely identified, tracked, and instantly locatable throughout its lifecycle.
● Each file, folder, archive box, or individual document is assigned a unique barcode label
● Labels are generated and attached to items
● Every item becomes individually traceable across the organisation
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● Files are tracked using handheld barcode scanners or mobile terminals
● Every movement is recorded instantly:
○ File issued to solicitor
○ Transfer between departments
○ Placement into archive storage
● Eliminates manual logging and human error
The system provides instant answers to key questions:
● Where is the file now?
● Who has it?
● When was it last moved?
Files can be viewed and searched by:
● Client / matter (owner)
● Department or user
● Physical location (site, room, archive)
● Files can be grouped into archive boxes (parent-child structure)
● Entire boxes or individual files can be tracked independently
● Enables efficient off-site storage management and retrieval
● Files can be checked in/out like a library system
● Due dates and overdue reports can be generated
● Full audit history maintained for compliance and accountability
Every interaction with a file is recorded, providing a full audit trail—critical for legal compliance and risk management.
Search and locate any file in seconds, even across multiple offices or archive sites.
Track files across:
● Head office
● Branch offices
● Off-site storage facilities
Customisable hierarchy: ● Site → Building → Floor → Room → Cabinet → File
● Outstanding file loans
● Archive inventory reports
● Movement history logs
● Export to Excel, PDF, and other formats
Barcode tracking dramatically reduces misplaced or unaccounted files.
No more time wasted searching for documents—files are located instantly.
Maintain full audit trails for regulatory and client confidentiality requirements.
Quickly identify where files are stored and manage archive capacity effectively.
● Client matter files (active and archived)
● Conveyancing files and deeds packets
● Litigation bundles
● Wills and probate records
● Compliance and regulatory documentation
Barcode tracking provides a simple, reliable, and cost-effective alternative to fully digitising all documents. It allows firms to retain physical files while still achieving:
● Real-time tracking
● Full accountability
● Rapid retrieval
● Minimal disruption to existing processes
The PCF document tracking solution delivers a robust, scalable, and proven system for managing physical legal files. By assigning a barcode to every item and recording every movement, solicitors’ firms gain:
● Total control over their document estate
● Reduced operational risk
● Faster client service
● Improved compliance and governance
Discover how PCF Solutions can transform your business.
Request a demo
or contact our team to see how our WMS fits your warehouse.