The Essential Guide to Legal Carrier Services

Legal Carrier Services Explained

Legal carrier services refer to the transportation of legal documents via courier as a matter of law. In the context of law, legal carriers transport or deliver a variety of documents and items ranging from property deeds to warrants. In this case, legal carriers are bound by state and federal laws to perform some of their most important duties. Depending on where the case is being litigated, there may or may not be a requirement for legal carriers in the area. Nonetheless, legal carrier services always ensure that critical documents are accounted for and delivered accordingly to all pertinent parties. Traditionally speaking, legal carriers were hired by legal professionals and companies that dealt with the transportation of legal documents. This practice of outsourcing such work has become less common over time; the only legal carriers that exist today are those that are either owned by the attorneys themselves or attorneys who operate a few "extra" carriers. Otherwise , attorney-owned carriers are an option of the past; all carriers today are professional independent businesses that provide legal carrier services to their clients. Of course, legal carrier services are more than simply the physical transportation of legal documents. Legal carriers are also responsible for the filing of documents at courthouses, serving of process as needed, and a variety of other legal duties that can place quite a burden on attorneys and other legal professionals. Legal carriers often take multiple clients with cases across the board and perform these duties for them as needed. Inherent in the basic definition of legal carrier services is that they are used primarily by legal professionals and other entities that frequently undertake highly confidential matters that must be handled with strict confidentiality. Thus, law firms, banks, and other financial institutions often use legal carrier services. Beyond that, legal carriers can also be used by title companies, real estate professionals, and medical facilities that utilize legal documents and such paperwork in their daily activities.

Types of Legal Carrier Services

There are several different kinds of legal carrier services that you can take advantage of, each with their own purpose and unique benefits. These services typically include:
Document delivery service – A legal carrier service that is specifically catered to the delivery of legal documents. Law firms often utilize this service to cut down on the amount of time it takes to transport documents to courthouses and other agencies, and to prevent the loss of important documents.
Court filing service – Filing your documents correctly and on time is extremely important—that’s why there are legal carrier services that offer court filing service. These services ensure that your pleadings, papers and documents end up in the hands of the appropriate officials on or before the day they’re due.
Process serving – Legal carriers can also handle the process of serving documents to individuals. Process servers are licensed subcontractors who are able to serve people in almost any location, sparing law firms the hassle of attempting to track people down and deliver the documents themselves.

Finding the Right Legal Carrier Service for You

When choosing a carrier service that has the capability to handle legal courier requests, there are several factors to consider. First, make sure that the service is capable of going the distance, as many legal courier requests are time-sensitive in nature; benefits such as 24/7/365 availability and an extensive network will be essential to getting your documents where they need to go on time.
When it comes to experience, you’ll want to look for a company that has been in business long enough to understand the demands of the legal industry. Many legal couriers are former courtiers themselves; these individuals have the hands-on experience necessary to navigate the obstacles of today’s court system.
It goes without saying that you should also be on the lookout for a carrier that covers all of your area of need. Whether you’re a corporate attorney or a litigator, canvassing the area that you intend to serve will help you to find the coverage that you need.
Last but not least, you’ll need to make sure that any carrier you choose has a 100% confidentiality policy. You don’t need to get the ball rolling on your case before you’ve retained the services of an attorney; protecting yourself from legal action is one of the best things you can do to protect your professional reputation.

The Advantages of Legal Carrier Services

Legal carrier services offer many advantages for law firms and businesses. At the most basic level, they provide an efficient means for delivering documents. In addition, these companies help firms follow legal requirements that vary by state and jurisdiction. Legal carriers also ensure that the proper chain of custody is maintained, which can be vital if a case goes to court or if issues arise during the process.
For example, some firms in the medical field are under strict legal obligations to file certain forms and documents with different agencies. Specifically, under HIPAA, the Health Insurance Portability and Accountability Act, it’s imperative that forms and documents are filed with the state department of health or a state agency immediately after patient treatment. Undue delay could lead to firm and provider liability.
Legal carriers services are also time savers. Firms can rely on legal carrier services to deliver documents quickly so they can free up valuable staff resources . Additionally, carriers understand the special requirements that apply to the filing of legal documents. Just as important, carriers know how to file at the state and local levels, ensuring compliance with local rules governing filing and delivery.
Overall, legal carriers provide a comprehensive solution for law firms that must file documents. Firms that wish to save time, maximize productivity, and understand the local rules for filing will find these services an integral asset to their business. Moreover, legal carriers make it easy for firms to work on a national level, since they have local knowledge and can help firms establish exhibiting in multiple states.
Whether you’re filing trial briefs, discovery materials, pre trial motions, injunctions, summons, pleadings, or notices, legal carrier services provide an invaluable resource for meeting your firm’s filing requirements.

Legal Carrier Regulations and Requirements

As with any service that handles the communication of private information, security is a key factor in the viability of legal carrier service organizations. In addition to verifying that the documents have not been tampered with, carriers must also confirm that they are in compliance with all laws and regulations applicable within their service area. Legal carrier services must be familiar with all federal, state, and local rules that apply to their cargo as well as the standards of transportation service companies. Depending on the types of documents and the sensitive information contained within those documents, this may involve specific safety and security measures, including industry related testing certifications, licenses, program certifications, and industry standards.
Legal carriers should have Information Security Policies (ISPs) in place that include legal carrier service related guidelines to ensure privacy and protection of the information they handle. An example of an ISP guideline specific to legal carriers is that all legal correspondence must be delivered to a law firm directly by a certified carrier. This is a core service provided by legal carrier services, who develop these ISPs based on federal government requirements. Additionally, mail carriers frequently conduct background checks on all employees that will have physical access to or handle sensitive documentation. Carriers also periodically sort through all incoming mail in order to detect any undisclosed packages that may lead to legal liability issues.
Some carriers may also provide archiving of certain types of legal documents and communications. Archiving services are subject to regulation under the Health Insurance Portability and Accountability Act (HIPAA), which imposes safeguards regarding protected health information (PHI) that it conducts in its regular course of business. The impact of the new amendments to the HIPAA Privacy and Security Rules includes additional regulatory requirements for transmission security, access control, automatic log-off, encryption, and strong password protections.

The Road Ahead for Legal Carrier Services

The trucking industry has been ahead of the curve in adopting new technologies. In the world of legal carrier services, a company that has not yet embraced technology is unlikely to survive in the next 5-10 years. Lawyers, legal assistants, paralegals and all legal staff in general need the latest resources at their fingertips in order to be successful today and into the future. Therefore, carriers who have kept up with new programs are those still in business and thriving.
The automation of various processes has increased in the last few years as the technology has evolved. The industry has seen an increase in the use of automated shipping systems, GPS Technology, and most recently online invoicing and payments. But new technologies have the potential to be disruptive and throw a wrench in the most efficient efforts, if embraced too quickly and without proper training.
One emerging trend is that a number of courts are investing significantly in their court filing systems, but the quality of these systems could vary from court to court. The goal for some courts is to utilize XML technology to which may eliminate or at least significantly reduce the need for legal carriers. While this technology could potentially change the face of the legal filing industry, it is likely to take a lot longer to happen than many people expect . For now, legal carriers should capitalize on the demand for their services and provide a personalized approach to meet the needs of law firms and law departments, while making use of paper, digital, email, text and voicemail, as well as all other forms of communication.
One area that is sure to be a part of the future of legal carrier delivery is hand deliveries. These seem to be less frequent as litigation becomes slower and discovery is handled electronically. However, even though filings are becoming more electronic, courts, attorneys and advisors still require documents to be hand delivered. And it is not just filings that need to be delivered. Once a trial date is set, the attorneys require all discovery be hand delivered to the court well before trial so the judge has a chance to read the document. And while it is not nearly as common, documents are still hand delivered to other courts, both within the jurisdiction as well as in other states.
This is one area where a person-to-person delivery service is of great value, since the carrier can guarantee that the papers were delivered in a timely manner. That is increasingly important because if documents are late, they could be rejected by the court. Should that happen, some courts are considering imposing sanctions; that is something court will have to determine if and when it actually comes up in litigation.