Physical Records Management
Physical File Tracking Software for Law Firms
Track physical records across file rooms, offices, employees, boxes, and off-site storage — while maintaining a centralized inventory and movement history.
Your Firm Still Has Physical Records. Your Software Should Track Them.
Many modern legal-software systems focus primarily on electronic documents. Real files still move through real offices, records rooms, and storage facilities at most firms — and that physical inventory needs a system of its own, not a side note in a system built for something else.
Where Physical Records Actually Live
Records Rooms
A central, searchable inventory instead of shelves organized by memory
Attorney & Staff Checkout
Know who currently has a file without asking around
Boxes & Off-Site Storage
Off-site facilities tracked as locations, not a disconnected list
Multi-Office Firms
One inventory across every office, not one log per location
Inactive and Closed Files Don't Disappear
Closed matters often move to off-site or lower-cost storage, but they still need to be locatable and still need retention rules applied to them. FastTrack keeps closed and inactive records in the same inventory as active files, with the same location tracking and retention rules — see our records retention page for more on that process.
Staff can look up a closed file's location the same way they would an active one, rather than treating off-site storage as a black box.
Physical and Digital, in the Same Structure
FastTrack can accommodate information about both physical and digital records within the same client-and-matter structure — a physical file can have a digital document attached to it, without requiring a separate system just to see both.
This isn't a claim that FastTrack replaces a full document-management system. For firms with an established DMS, FastTrack typically fills the physical-records and retention gap alongside it.
FAQ
Frequently Asked Questions
What is physical file tracking software?+
Physical file tracking software maintains a centralized inventory of physical records — files, folders, and boxes — including their current location, who has them, and a history of how they've moved, so the answer doesn't depend on a spreadsheet or someone's memory.
Can FastTrack track files across multiple offices?+
Yes. Locations across multiple offices are managed in one system, so a file moving between offices stays visible instead of falling into a gap between two separate local processes.
Can FastTrack track boxes and storage locations?+
Yes. Boxes and storage locations — including shelving, records rooms, and off-site facilities — are tracked as part of the same inventory as individual files and folders.
Can FastTrack track files checked out to employees?+
Yes. When an attorney or staff member checks out a file, that checkout is recorded, so current custody is visible without asking around.
Can FastTrack manage off-site records?+
Yes. Off-site storage facilities are tracked as locations within FastTrack, alongside in-office locations, so off-site inventory doesn't sit in a separate, disconnected list.
Does FastTrack replace our document-management system?+
Not necessarily. Many firms use FastTrack alongside an existing document-management system that handles electronic documents well but doesn't track physical inventory, location, or retention. FastTrack focuses on that physical-records and lifecycle side, and also supports attaching digital documents to a matter for firms that want a more unified view.
Can existing inventory data be imported?+
Yes. Existing file lists — from Excel, a legacy system, or elsewhere — can typically be imported rather than re-entered by hand, and data-import assistance is included with a FastTrack subscription.
Get Your Physical Records Under One System
A 30-minute demo covers records rooms, checkout, boxes, and off-site storage as they apply to your firm.