- 17 | 09 | 2026
Records management: the answer to legal firms’ ESG challenges?
ESG in the legal sector Why ESG is topping law firms’ board agendas
It’s become increasingly clear in recent years that environmental, social and governance (ESG) standards must be taken seriously by legal institutions. A 2024 PwC survey revealed that 63% of law firms believe ESG credentials play a part in whether or not they win business . Winning the talent race is another consideration: 85% of graduates say it’s important that a company has sustainable practices. Add in regulatory, media and shareholder scrutiny and you’ve got a topic that hits the top of partners’ agendas across the legal sector.
Common tactics aimed at improving ESG in the legal sector include fewer business trips, energy-efficient premises, inclusive recruitment practices, and more transparent reporting. But one measure to address all three of the E, S and G headings could be right under your nose: the way your business documents are managed, processed and stored.
Records management ESG’s secret weapon
Records management is sometimes overlooked in ESG plans, perhaps because it’s not as high-profile or glamorous as other measures. It shouldn’t be dismissed on that account, however. How you manage your documents can have a substantial impact on ESG goals – especially when shifting from paper-heavy processes to digital first systems.
E A greener way to manage information
Vast amounts of paper are a daily reality in the legal sector, probably more than any other industry. Printed contracts, archived case files, deeds, wills, court documents and daily correspondence – it all swallows up space and resources. The energy needed to store paperwork, and transport it off-site, adds to your carbon footprint.
Digitising your documents and switching to digital workflows means:
- Fewer trees chopped down to produce paper
- Less energy storing and transporting files
- Less budget spent on temperature-controlled archive rooms
- More efficient, green-energy digital storage options
Digital data uses energy too, of course. So when you’re planning a digitisation programme it’s important to work with a supplier who helps you weed out ROT (redundant, obsolete and trivial) data. And once information of value has been scanned, the files should be made searchable and machine-readable for ease of access.
S More inclusive ways of working
When it comes to the ‘social’ element of ESG, it makes sense to digitise as much of your information management process as possible. Digital records allow for more flexible, fair and inclusive ways of working — especially where you’ve got hybrid teams working from home and from the office:
- Team members can access case files securely from anywhere
- Admin-heavy tasks like document retrieval or filing are automated
- Workloads are more evenly shared, reducing stress and burnout
- Client requests can be answered more quickly and thoroughly
Even where records are still kept on paper, outsourced storage can help. At OASIS, we can make it easy for lawyers to search and request delivery of hardcopies by uploading the file level metadata of their stored archives into their practice management systems – using their reference numbers, not ours.
When people have easy access to the information they need, they can do better work — and that’s better all round.
G Easier audits, safer systems
Governance is all about accountability, and your records are your evidence. A piece of paper in a cabinet at your offices can’t be easily kept secure, and any movements certainly can’t be tracked. A digital file is a completely different proposition: you can add retention periods, control who accesses it, and keep a full audit trail of activity.
With a system like FileSmart (built on Microsoft 365 and SharePoint), law firms can:
- Set up automatic retention and deletion rules
- Monitor who accessed what and when
- Complete audits and investigations with confidence
- Reduce risk of human error and lost or damaged documents
It’s not just piece of mind for you, it’s reassurance for your clients, partners and regulators.
A records management plan for ESG
Here’s a simple roadmap for integrating ESG into the way you manage information:
- Audit your current archive: What do you have? What’s still needed? What can be digitised?
- Go digital where it counts: From new case files to onboarding materials, shift to digital-first processes.
- Make use of what you’ve already got: If you’re using Microsoft 365, build on it with FileSmart. Don’t add more third-party tech.
- Set ESG targets: Track reductions in paper, carbon emissions and time to show progress
Small, practical steps can make a big difference over time.
A bonus for your budget and your brand Ready to make records strategy part of your ESG success story?
Applying an ESG approach to records management won’t just save your law firm energy, it’ll save money too. Not to mention that keeping records more securely, being able to track files more easily, and ridding your archive of ROT data all reduces compliance and reputational risks.
Here at OASIS, we work with more than 650 legal organisations on better information management strategies, from outsourced storage to scanning, shredding and Sharepoint-based tailored records management systems. Our legal sector experts can advise on how to better support your ESG goals across your document estate.
Get in touch to find out more
- 15 | 08 | 2026
Secure document storage services – your questions answered
Read Secure document storage services – your questions answered now