Michael

/Michael Herzog

About Michael Herzog

Marketing Director at DocSolid. Professional storyteller and wordsmith. Producer of creative content and business video for legal tech. UX/CX innovator.
7 04, 2021

Reduce Real Estate by Digitizing Daily Mail and Records – The Right Way

2021-04-07T16:11:17-07:00 April 7th, 2021|Paper2Digital Blog|

Reduce Real Estate by Digitizing Daily Mail and Records – The Right Way

The ways attorneys prefer to work has transformed. 76 percent now favor remote work, according to the 2021 Peer Monitor and Georgetown Law State of the Legal Industry Report. 

And if attorneys change the way they work, that means everything changes:  from how attorneys receive client mail and request matter files, to large scale financial decisions that affect one of the most expensive costs law firms have after salaries: real estate. 

This is why we shouldn’t be surprised when Sherry Cushman, Vice Chair and Executive Managing Director of Cushman & Wakefield, predicts “The legal sector will be downsizing its real estate needs on average 10% to 30% — and in some cases, 40% to 50%.”  

The opportunity to recapture real estate costs is extremely attractive to law firms, but firms first need to solve the paper-based problems of daily mail and onsite records.  

When it comes to daily mail, attorneys and staff working from home absolutely require reliable, digital delivery of daily mail. Scan-to-email workarounds were hastily applied at the onset of the COVID-19, but now the mail room needs to be made into a durable, permanent and secure operation. 

Legal mail items contain client information, and the methods for processing them digitally should incorporate the same standards applied for all client data at the firm. In retrospect, building a daily mail delivery process based upon email was not a good idea.

A best practice digital mail room operation delivers mail directly to the DMS where sensitive information can be delivered securely and governed according to firm policy. A best practice digital records room is similar, building a digitization project for scanning large volumes of paper records and storing them in the document management system. Built-in quality controls enable confident shredding of the scanned documents. It’s a Paper2Digital Transformation that can make entire file rooms disappear.

These are best practices focused on the critical paper-based workflows inside the law firm. The value proposition is strong just based on eliminating the costs and inefficiencies of paper records and nothing more. However, a multitude of other high value, and high visibility, goals become possible including; repurposed office space, hoteling, and downsizing. Beyond the tangible cost savings, these digital workflows are required to keep attorneys and staff productive, no matter where they may choose to work on any given day.

DocSolid’s Airmail2 Digital Mail + Records Suite transforms a firm’s paper-based Mail Room and Records Room functions into streamlined, digital operations supporting both work-from-home and return-to-office strategies simultaneously, while enabling firms to optimize their real estate.

The Airmail2 Suite provides scanned delivery of sensitive and time-dependent mail and file requests via the document management system (DMS), enabling firms to govern, secure, and distribute information efficiently, according to policy and in keeping with individual client guidelines. 

More can be learned about the benefits of transforming mail room operations in our industry white paper:
7 Reasons to Upgrade to a Digital Mail Room Operation .

10 03, 2021

A How-to Guide to Transform Your Mail Room for the Normal Now

2021-03-15T10:18:09-07:00 March 10th, 2021|Paper2Digital Blog|

A How-to Guide to Transform Your Mail Room for the Normal Now

As law firms transition from crisis management to long-term solutions for the Normal Now, a crafted digital mailroom is essential. Inbound legal mail needs to get in the DMS, not the email system where it is delayed and exposed.

If your firm is still scanning daily mail to email, how many of these challenges does your firm experience?

  1. The mailroom scanning operation is not integrated with the document management system (DMS).
  2. Scanned mail recipients must use their email inbox as a workflow tool to process daily mail.
  3. From an IT and security perspective, scanned legal mail ends up as unnamed PDF attachments stored in the email server, clogging storage space and compromising security and compliance for the related client information.
  4. After scanning, the physical paper mail is still manually distributed to attorneys’ or assistants’ desks, or stored in a makeshift file area, replicating the labor of the previous paper-based operation, in addition to the new labor for scanning operations.
  5. Attorneys and staff have complaints about the mail scanning results, such as delays, inadequate notifications, misdirected distribution, and scanned file quality issues.

DocSolid is pleased to offer the industry white paper, “7 Reasons to Upgrade to a Digital Mail Room Operation,” to help guide firms’ transformation to a fully digital mail room.  It includes:

  • Requirements for Digital Mail Room Operation
  • Why Scan to Email Won’t Cut It
  • How to Assess the Current Mailroom Operation

Download the white paper here.

Airmail2 by DocSolid is engineered from the ground up to solve the productivity and information security requirements of law firms by providing direct delivery of postal mail to the firm’s document management system (DMS), where sensitive information can be protected and governed by the DMS best practices.

Airmail2 by DocSolid enables clerical operators with minimal training and without login access to the DMS to scan, QC, and directly deliver postal mail in electronic form to the firm’s DMS of choice.  DocSolid’s Airmail2 digital mailroom provides:

    • Scanned mail delivery to iManage and other DMS systems
    • DMS matter lookups when full profiling is required
    • Mapped mail delivery to attorneys and legal assistants with automated notifications
    • Batch workflows for productive alignment with legal office staffing resources
    • Internet hosted or on-premise deployment

Learn more about Airmail2 here.

1 02, 2021

Makeshift Mail Scanning – A Fire Drill on the Verge of a Train Wreck?

2021-02-01T11:22:02-07:00 February 1st, 2021|Paper2Digital Blog|

Law firms were forced to develop new habits to handle work during the pandemic. Physical mail delivery is no exception. Some solutions were carefully thought out, but like many problems solved at the start of the ‘stay at home’ orders, many are still running in the same way as when they got cobbled together as an emergency response. Just for fun let’s take a look at some of the fire drill mail delivery routines we have come across that were hurriedly put in place.

Our point, of course, is to shed light on the fact that your law firm cannot keep operating in emergency response mode when it comes to processing mail. The daily mail is essential to a law firm because much of it is matter related and response times often have absolute due dates. For law firms operating with a distributed workforce, all those paper records arriving at the main office create bottlenecks that slow productivity and create other inefficiencies.

Multi-national Law Firm 1. Dropping scanned mail to a folder on the network – quick and dirty right? Well those of us in IG have been battling unstructured file share repositories for years, yet here is another one! First there is no way to notify you when you specifically receive new mail, so all the employees in the firm have to be notified at once when the mail scanning work is completed. This means, you get notified via email every day, whether you have new mail that requires your attention, or not. Important mail gets processed out of these folders maybe making it into the DMS where it ultimately belongs- and some legal assistants are good at doing duplicate file clean up, but it is basically a redundant repository accumulating matter related documents on a regular basis as it competes with the intended official repository for matter files in the document management system. 

US AMLAW 200 Law Firm 2. This stuff is important! Let’s get executives involved. Everyone was safely sent to work at home or furloughed, but after several important client mailings and invoices were missed, something had to be done quickly. Emergency commandment: hire couriers to deliver the postal mail to the senior managers at  home. Executives sorting firm mail in their kitchens! A new job skill for law firm executives. If the courier logistics were not enough, the sorted mail gets couriered again, or may be scanned at home. All of these operational gymnastics are just to to achieve the simple, but essential, task of getting your firm’s postal mail to the intended recipient.

Yet Another Firm 3. once a makeshift scan-to-email solution was in place, the attorneys complained 1) excess notifications filling up his precious email inbox with scans of items that mostly have already been received, 2) Delivering the physical mail after the scan to the practice area anyway – just in case. Great, so your legal assistants and partners are doing double work to sort the mail. Good luck accounting for all that in time and billings, 3) Attorneys and associates missed their ‘grey mail’ too. Though this was not business-critical correspondence, it meant that the practicing law person missed sign up dates for required continuing education events! 

So, I hope do you want to go through this again: being dependent on someone else to decide what mail is valuable and how quickly you need it, random, intermittent and duplicative ways to get it. You never intended for work-from-home to become the rule rather than the exception, but it’s 2021 so the time has come to start rationalizing the normal now. Otherwise, that postal mail of yours is a fire drill headed for becoming an absolute train wreck. 

How do we resolve this? A safe, reliable, structured and scalable system must be settled on. This involves a top-down re-assessment of the daily mail operation in terms of the people, process and tools involved. Look for the smart solution. It is out there, if you know where to look for it. 

 

2 12, 2020

How to Transform Mailroom Operations for Security, IG and Productivity

2021-02-22T11:54:54-07:00 December 2nd, 2020|White Papers and Articles|

ALA Business Partner - DocSolid

How to Transform Mailroom Operations for Security, IG and Productivity

A Permanent Change to How Law Firms Operate

PREVIEW:

Law firms need a best practice Digital Mailroom operation, not the current scan-to-email workaround, which was a triage solution at the onset of the COVID-19 crisis. Attorneys and staff working from home must have reliable, secure delivery of daily mail which is arriving at the main office.

The Digital Mailroom remains essential when the workforce returns to the office. A significant part of the workforce will work from home semi-permanently, and it isn’t viable to hand deliver paper mail for those in the office today, and also provide an alternate digital delivery system for those at home.

Law firms are critically dependent on in-bound paper mail from clients, courts, opposing counsel and research sources. Some of these paper mail items mandate a calendared response, or contain sensitive client information, or crucial matter content. Starting now, inbound paper mail needs digital delivery, all of the time, for everyone.

Airmail2 Logo Transparent - DocSolid

Digital Mailroom

Learn More

Airmail2 Preview Video (3-minutes)

25 11, 2020

ALA: A Digital Mailroom Built for Law Firms in the New Normal

2021-02-22T13:40:35-07:00 November 25th, 2020|White Papers and Articles|

ALA Business Partner - DocSolid

A Digital Mailroom Built for Law Firms in the New Normal

PREVIEW:

As we continue to find ourselves working outside of our usual offices, many law firms are finding that they need a digital mailroom, not an ad hoc scan-to-email workaround. That was a mere triage solution at the onset of the COVID-19 crisis. Attorneys and staff working from home require reliable, secure delivery of inbound daily postal and overnight mail arriving at the main office. And they need on-call access to paper records back in the main office file rooms. A productive, secure digital mailroom operation is the most practical solution.

A digital mailroom also remains essential when the workforce returns to the office. A significant part of the workforce will continue to work from home semi- permanently, and it won’t be viable to hand-deliver paper mail for those in the office while also providing an alternate digital delivery for those at home. Legal mail needs digital delivery, all the time, for everyone.

Law firms are uniquely dependent on inbound paper documents from clients, courts, opposing counsel and research efforts. Some of these paper items mandate a calendared response, or contain sensitive client information or crucial matter content.

GET THE FULL STORY BELOW:

Airmail2 Logo Transparent - DocSolid

Digital Mailroom

Airmail2 Preview Video (3-minutes)

1 11, 2020

White Paper: 7 Reasons to Upgrade to a Digital Mailroom Operation White Paper by DocSolid

2021-02-22T10:57:59-07:00 November 1st, 2020|Featured, White Papers and Articles|

7 Reasons to Upgrade to a Digital Mailroom Operation

7 Reasons to Upgrade to a Digital Mailroom Operation PDF
  • Digital distribution of daily mail is mission-critical

  • Legal mail must be delivered to the DMS, not the email system

  • A digital mailroom operation can be transformational

Digitized mail in a law firm has unique security, governance and compliance needs. That is why you need a best practice Digital Mailroom solution built for a law firm to achieve direct digital delivery of postal mail to the firm’s existing document management system such as iManage or NetDocuments.

Customer Success

DocSolid® Airmail2® Selected as Digital Mailroom by Maslon LLP, for Direct Delivery of Daily Mail to NetDocuments

“With Airmail2, sensitive mail information goes from the mailroom directly into NetDocuments, where it is protected and governed by our DMS best practices. And Airmail2 leverages our broader use of the DocSolid Paper2Digital platform, and its integrations with NetDocuments.”

– Jamie Blomquist, CIO Maslon

Customer Success

Stinson Deploys DocSolid® Airmail2® Digital Mailroom for Direct Delivery to iManage Document Management System

Inbound legal mail needs to get in the DMS, not the email system where it is delayed and exposed. Airmail2 is a digital pivot into the times ahead.”

– Steve Irons, President DocSolid

Fill out this form for immediate, complimentary access to this white paper

Digital Delivery of Daily Mail to the DMS

iManage or NetDocuments

5 10, 2020

DocSolid® Airmail2® Selected as Digital Mailroom by Minneapolis Firm, Maslon LLP, for Direct Delivery of Daily Mail to NetDocuments

2020-12-28T08:29:36-07:00 October 5th, 2020|Press Releases|

“With Airmail2, sensitive mail information goes from the mailroom directly into NetDocuments, where it is protected and governed by our DMS best practices. And Airmail2 leverages our broader use of the DocSolid Paper2Digital platform, and its integrations with NetDocuments.”

– Jamie Blomquist, CIO of Maslon

“Airmail2 is DocSolid’s comprehensive solution for the New Normal challenge – to securely, reliably and efficiently deliver legal documents to a distributed workforce and to socially distanced in-house teams. Maslon is overcoming these new workplace challenges with our digital mailroom, as well as our companion Paper2Digital solutions to digitize the file room and the broader legal practice.”

– Steve Irons, President of DocSolid

“NetDocuments works with our customers to establish efficiency and compliance for legal matters. Airmail2 from DocSolid is an innovative and timely digital mailroom solution to extend that strategy to the last major point of entry for legal paper documents, daily mail.”

– Bradlee Duncan, Director of Product Management at NetDocuments

DocSolid’s Airmail2 digital mailroom provides:

  • Scanned mail delivery to NetDocuments and other DMS systems
  • Mapped digital mail delivery to attorneys and legal assistants with automated notifications
  • Batched workflows for productive alignment with legal office staffing resources
  • DMS matter lookups when full profiling is required
  • Internet hosted or on-premise deployment
Digitize Daily Mail with Airmail2
Learn more. . .

29 09, 2020

Elevate 2020 Sponsor – Airmail2 Digital Mailroom for NetDocuments by DocSolid

2020-09-29T16:20:55-07:00 September 29th, 2020|Events and Conferences, Presentations and Webinars|

NetDocuments in partnership with DocSolid

NetDocuments Elevate 2020 Webinar Presentation

Mission

DocSolid is proud to be a partnering sponsor for NetDocuments Elevate 2020 Virtual Conference on Oct 6-7, 2020.

View our on-demand webinar for NetDocuments customers, Create a Digital Mailroom with Airmail2.

Sign-up to watch the instant replay webinar here:

https://www.docsolid.com/webinars/build-a-digital-mailroom-with-netdocuments-airmail2

ND+DS Airmail2 Webinar Start Screen

Quick Sign-up Form

21 09, 2020

DocSolid Sponsors Iridium Technology (Re)union Virtual Summit

2020-09-21T18:50:43-07:00 September 21st, 2020|Events and Conferences, Presentations and Webinars|

Virtual Summit Replay Presentation

Mission

DocSolid is proud to be a partnering sponsor for Iridium Technology’s (Re)Union Virtual Summit on September 23-25, 2020.

Attendance at this virtual summit is reserved for Iridium Technology customers, but you are welcome to view the same presentation in our on-demand webinar, Create a Digital Mailroom with Airmail2.

Sign-up to watch the instant replay webinar here:

https://www.docsolid.com/webinars/airmail2-preview

DocSolid Webinar - Create a Digital Mailroom with Airmail2

Quick Sign-up Form

14 09, 2020

Stinson Deploys DocSolid® Airmail2® Digital Mailroom for Direct Delivery to iManage

2020-12-28T08:31:17-07:00 September 14th, 2020|Press Releases|

Digital Mailroom Direct Delivery to iManage Document Management System

DocSolid, the legal technology experts for enterprise scanning, workflow and paper reduction solutions, announces Am Law 200 firm Stinson LLP, has rolled out Airmail2, the digital mailroom solution designed specifically for law firms and the New Normal.  Stinson launched Airmail2 in its main office then deployed to its other US-based offices in less than two weeks.

Law firms with their workforce in home offices have specific, critical needs for digital delivery of legal mail. These needs for DMS integration, efficiency and security all persist when the New Normal workforce returns to the main office.

Airmail2 by DocSolid is engineered from the ground up to solve the productivity and compliance requirements of law firms by providing direct delivery of postal mail to the firm’s document management system (DMS), where sensitive information can be protected and governed by the DMS best practices.

Airmail2 Logo Transparent - DocSolid

Digital Mailroom

Airmail2 Preview Video (3-minutes)