How to Implement Barcode File Tracking in Your Law Firm

If your law firm still tracks files using spreadsheets, sign-out sheets, or memory, you're wasting valuable time and money. Barcode file tracking technology—long used by warehouses and libraries—provides a simple, affordable solution that law firms of all sizes can implement.

The Problem with Manual File Tracking

Traditional file tracking methods create several problems:

Time Waste

• Attorneys spend 15-30 minutes per day searching for files
• Support staff interrupt their work to help locate documents
• That's 5-10 billable hours lost per attorney per month

Lost Files

• 5-10% of files are typically misplaced at any given time
• Finding a lost file can take hours or even days
• Some files are never recovered

How Barcode Tracking Works

Barcode file tracking is remarkably simple:

1. Label Your Files

Each file, folder, or box gets a unique barcode label containing:

• Client/matter identifier
• File description
• Location code
• Any other custom data fields

2. Scan When Moving

Whenever a file moves, scan it with either:

• A handheld barcode scanner
• A smartphone or tablet camera
• An integrated scanner at checkout stations

3. Update the System

The scan instantly updates your tracking system with:

• Current file location
• Who has the file
• When it was checked out
• Movement history

Benefits of Barcode Tracking

Eliminate Lost Files

• Know the location of every file at all times
• Complete chain of custody documentation
• Quick location of misfiled items

Save Time

• Find any file in seconds, not minutes or hours
• No more interrupting colleagues to locate files
• Reduce time spent on administrative tasks

Improve Accountability

• Track exactly who has each file
• Monitor checkout duration
• Generate overdue file reports

Implementation Steps

Step 1: Choose Your System

Select a records management system that supports barcode tracking. Look for:

• Cloud-based accessibility
• Mobile app for scanning
• Integration with existing systems
• Scalability as your firm grows

Step 2: Generate and Print Labels

Most systems automatically generate unique barcodes. You'll need:

• Standard barcode label sheets (Avery or similar)
• A laser or thermal printer
• Software to create custom label formats

Step 3: Apply Labels to Files

This is the most time-consuming part:

• Pull all files that need labeling
• Apply labels consistently (same location on each file)
• Consider doing this in phases if you have many files
• Temporary staff can help with large labeling projects

FastTrack's Barcode Solution

FastTrack makes barcode file tracking easy:

• Automatic barcode generation: Unique codes for every file
• Custom label design: Match your firm's needs
• Mobile scanning: Use your phone or tablet camera
• Real-time updates: Instant location tracking
• Complete history: See every file movement
• Integration: Works with your existing workflow

Conclusion

Barcode file tracking isn't just for large firms—it's valuable for any law firm that wants to eliminate wasted time, improve accountability, and provide better client service. Modern systems are affordable, easy to implement, and deliver rapid ROI.

The question isn't whether to implement barcode tracking, but when. The longer you wait, the more time and money you waste.

---

Ready to eliminate lost files? Schedule a FastTrack demo to see barcode tracking in action.