Spreadsheets, physical folders, email exchanges, files saved on external hard drives or USB sticks — this is still the reality for many law firms and legal departments. While it may seem to work in daily routines, this manual model hides serious risks, especially when it comes to data loss and the legal consequences that come with it.
If you feel like your processes are under control, but you’re unsure where documents are stored, how long you should keep them, or how to ensure quick and organized access, this content is for you!
The Root of the Problem: Decentralized and Fragile Information
When working with manual processes, many legal departments end up relying on informal records, isolated notes, spreadsheets without backup, or physical folders that can be easily misplaced. In such environments, a single typo, an overwritten spreadsheet, or a lost document can lead to real consequences.
Beyond the risk of rework and lost productivity, there is a more serious issue: the legal responsibility for safeguarding and ensuring the integrity of information.
Why Is Data Loss in Legal Departments Such a Major Risk?
In the legal sector, documents are more than just files — they validate contracts, support legal defenses, and prove actions taken. Losing data often means:
- Losing control over deadlines and contractual obligations
- Being exposed to legal disputes
- Facing the risk of legal penalties, especially under LGPD (Brazil’s General Data Protection Law)
- Struggling with audits or inspections
In a manual environment, even the simple absence of proof — such as a missing email, a poorly filed contract, or a forgotten backup — can be seen as a governance failure.
But How Can You Leave the Manual Model Without Major Investments?
Legal process automation might seem distant or complex, especially for teams with limited time and technical expertise. However, with intuitive no-code solutions like Arkeyva, it’s possible to automate workflows without writing a single line of code — in an accessible way that digitizes all your processes.
Here are a few practical examples:
Replace spreadsheets with digital forms and automated workflows
Data collection, case tracking, internal requests — everything can be managed through configurable, centralized workflows.
Automatically organize documents and monitor deadlines
Automate file organization, set up expiration alerts, and maintain audit trails for every action.
Prevent data loss with secure storage and controlled access
All information is stored in a digital environment with backup, encryption, and access security.
Create a secure document disposal process
Set retention periods and automatic disposal rules with full traceability — avoiding the risks of keeping unnecessary files or accidental deletions.
Why Does This Matter?
Beyond increasing productivity and eliminating rework, automation protects legal departments from increasingly common legal consequences. The LGPD, for example, already enforces penalties on organizations that cannot demonstrate how they handle the data they collect and store.
Automating means taking control of information, security, and compliance — even with small legal teams.
If your department or law firm still relies on paper, spreadsheets, and manual processes, it’s time to rethink. Automation doesn’t require major investments, but it delivers clear results: greater security, reduced legal risk, better organization, and improved daily efficiency. And the best part: it can all start now, in a simple and visual way.
