DocSolid Delivers Big Paper Records Reduction Results
Washington, D.C. Law Firm Digitizes Decades of Records to Build a Future-Ready Operation
A Washington, D.C. law firm carrying an offsite archive of nearly 20,000 boxes chose DocSolid's Airmail2 Digital Records Room to digitize decades of paper records. Integrated directly with the firm's NetDocuments document management system, the cloud-based solution cut storage costs, turned hours-long file retrieval into seconds, and gave the firm a disciplined, future-ready records operation.
Decades of Paper Records Had Become a Liability
A Washington, D.C.-based law firm recognized that its long-standing reliance on paper records had become a liability. Over time, its offsite archive grew to nearly 20,000 boxes, some dating back more than two decades. Managing those physical files consumed budget, slowed operations, and complicated compliance.
When the firm's Information Technology Administrator assumed responsibility for technology strategy, the goal was clear: simplify systems, reduce waste, and build a future-ready information environment.
Boxes in offsite storage, some holding records more than two decades old, each one adding cost, risk, and compliance overhead.
From Aggressive Cleanup to a Sustainable Process
The firm's records initiative began when leadership recognized the cost and risk of maintaining tens of thousands of boxes in offsite storage. The first phase was aggressive, an accelerated digitization effort that cut the inventory roughly in half within several months.
When the IT Administrator initially took over, the focus shifted from speed to sustainability. The team established a disciplined process to review each remaining box, determine what to retain, digitize, or securely destroy, and ensure compliance with the firm's retention policy.
After a thorough evaluation, the firm selected DocSolid's Airmail2® Digital Records Room as its single, standardized solution. The decision was based on three key criteria: cloud-based, proven support quality, and cost-effectiveness. With lightweight infrastructure, direct integration with the firm's NetDocuments document management system (DMS), and strong customer references, DocSolid provided a unified, efficient workflow that eliminated redundancy and simplified document intake across the firm.
Hours to Seconds, and a Stronger Foundation
Initially deployed on two on-premises servers, DocSolid quickly became a stable, reliable backbone for scanning operations. As the firm modernized infrastructure with a cloud-first focus, the solution was easily converted to DocSolid's Airmail2® Cloud (SaaS) to reduce local hardware requirements and simplify administration. The cloud upgrade was straightforward and collaborative, with all deliverables met as promised, reinforcing confidence in both the technology and the partnership.
The firm's transition to digital has transformed daily work. Retrieving information that once took hours now happens in seconds. Attorneys and staff can instantly access all files through the document management system, improving efficiency and responsiveness firmwide.
The financial benefits are equally clear. Offsite storage, billed by cubic volume, decreases with every box eliminated. Digitization costs have proven to be a significant savings over long-term physical storage expenses. The initiative also improved the firm's information governance disciplines, establishing a consistent lifecycle review process for all records scanned, retained, or destroyed.
By consolidating its systems, digitizing legacy files, and leveraging the flexibility of the cloud, this Washington, D.C. law firm now operates with less paper, greater efficiency, and a stronger foundation for continued modernization.
"DocSolid earned our trust the same way they built their platform, through consistency, transparency, and performance. Every commitment they made, they delivered on. That's rare, and it's why they're a long-term partner for us."
- Information Technology Administrator, Washington, D.C. Law Firm
Integration Advantages
- NetDocuments logins are not required for Airmail2 operators, allowing outsourced labor
- Fast DMS lookup for profiling and secure DMS delivery
- Works with ND native cover sheets or barcode labels
- Scan stacks of documents at once, press one button
- Hardware agnostic, works with any scanning device
- Automated notifications
- Built-in quality controls
- Day-forward paper scanning option for all NetDocuments users
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