Paper2Digital Blog

4 09, 2025

Close the Gap on Court Notice Chaos: A Smarter, Safer Future for Legal Mailrooms

2025-09-03T13:45:29-07:00September 4th, 2025|Paper2Digital Blog|

Close the Gap on Court Notice Chaos: A Smarter, Safer Future for Legal Mailrooms

In an age of AI-generated briefs and automated document review, it’s easy to assume the most tedious legal workflows are already digitized. Yet one paper-laden process continues to eat away at law firm resources: court notices.

Despite massive advancements in legal tech, many firms still rely on people to manually receive, download, rename, store, and distribute court notice documents, whether they arrive by email or snail mail. The time wasted is staggering. The risk of error is worse. And the cultural toll on legal staff, from attorneys to admins, is not to be overlooked.

But as we discussed in our recent joint webinar with ECFX, there is a better way. Transform the manual processing of paper court notices into a streamlined, governed workflow built for the hybrid legal workplace.

Court Orders vs. Court Notices: Why the Distinction Matters

While the terms are often used interchangeably, court orders and court notices are fundamentally different documents—and law firms must manage both.

  • Court Order
    A court order is a formal directive issued by a judge, requiring a party to take or refrain from specific actions. Orders are legally binding, with examples ranging from restraining orders and divorce decrees to child support directives. Noncompliance can result in serious penalties such as fines or even jail time.
  • Court Notice
    A court notice, by contrast, is an informational document. It notifies parties of court proceedings, hearing dates, or actions that may affect them. Notices don’t direct parties to act, but ignoring them can lead to missed hearings or default judgments.

Both documents are mission-critical: an overlooked court order risks sanctions, while a missed notice can cost a client their case. Unfortunately, both still frequently arrive in paper form.

Why Court Notices Remain a Bottleneck

Here is the breakdown: even when court notices arrive by email, most firms still depend on humans to process them. The steps include logging into court portals, downloading the right files, renaming them according to firm conventions, saving them in the document management system or case management system, and finally notifying the relevant legal team members.

A recent study from an ECFX client showed it takes roughly 11 minutes per notice to complete these tasks, per notice. At scale, that adds up to two full work weeks per attorney per year, just handling notices. For a 150-litigator firm, that could mean $231,000 in lost labor on low-value, high-friction work.

But the bigger concern isn’t cost, it’s control. Manual processes invite inconsistency and error. Notices can be missed or mishandled when different staff members follow different procedures, or worse, when attorneys bypass staff entirely and try to handle notices themselves.

The Paper Problem No One Talks About

Even in 2025, a significant percentage of court notices and orders still get distributed in physical paper format, up to 30% nationally, and as high as 50% in certain jurisdictions. The prevalence of paper notices co-existing with email notices means that email-only automation is only a partial solution.

Where Paper Still Prevails

Despite rapid adoption of e-filing, many courts still send paper notices and orders:

  • California: Since July 2025, courts must e-serve attorneys in civil cases, but self-represented litigants may still receive paper notices.
  • New York: Some notices and orders, especially for appeals or self-represented parties, remain paper-based.
  • North Carolina: Transitioning to eCourts, but many counties still rely on paper.
  • New Jersey: Certain matters still generate paper notifications despite electronic access.
  • Federal Courts (including Bankruptcy): Paper notices are still mailed to self-represented or unregistered parties.

The bottom line: law firms can’t assume “digital only.” They must be equipped to capture, govern, and process both notices and orders regardless of format.

A Combined Solution for End-to-End Automation

The real innovation discussed in the webinar lies in connecting two standalone solutions, the combination of ECFX Notice and Airmail2 results in a seamless system for managing both digital and paper court notices and orders.

How it Works

  • Airmail2 scans incoming paper documents, applies barcodes, and securely routes them into the DMS.
  • For paper documents identified as a court notice or court order, Airmail2 integrates with ECFX by sending a court formatted email message that is processed the same as those that originate via email.
  • ECFX handles renaming, filing, and distribution using its intelligent automation engine.

The result: a fully automated workflow, regardless of format, source, or delivery method. Firms gain centralized control, reduced risk, and vastly improved efficiency, all with clear ROI.

A Culture Shift That Pays Off

Beyond labor savings and risk reduction, an emphasis must remain on the employee experience. For docketing teams, admins, and junior attorneys, manually processing court notices isn’t just tedious, it’s demoralizing.

Automation removes this friction, freeing staff to focus on more valuable, engaging work. And that pays off in retention, morale, and the kind of operational excellence that shows up in client service.

Final Thought

Digitizing court notices isn’t just a tech upgrade, it’s a strategic move toward a more modern, accountable, and resilient legal operation. Whether your firm is still wrestling with PDFs and inbox chaos, or halfway down the path to automation, the message is clear: The future of legal document handling isn’t just digital. It’s seamless, smart, and secure—and it’s already here.

Airmail2 Cloud Digital Records Room Resources

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25 06, 2025

5 Keys to Digitizing the File Room

2025-06-23T10:39:06-07:00June 25th, 2025|Paper2Digital Blog|

5 Keys to Digitizing the File Room

Hybrid work has fundamentally reshaped the legal industry. Attorneys move fluidly between home and office, client demands are increasingly real-time, and collaboration can no longer be tethered to a single location. And yet, many law firms remain burdened by one of the most tangible holdovers of the pre-digital era: the physical file room. In a market where agility, cost-efficiency, and risk mitigation are top priorities, digitizing the file room isn’t just operationally beneficial—it’s a strategic necessity.

Digitization may seem straightforward, but the difference between a smooth project and a stalled one often comes down to planning and execution. Based on years of experience and the evolving needs of today’s law firms, here are the five essential keys to a successful file room digitization initiative:

  1. Inventory: Scope Before You Scan

No digitization project can begin effectively without first understanding the size and shape of the challenge. Taking inventory isn’t just about counting boxes; it’s about understanding what kind of documents you’re dealing with, how they’re stored, and how difficult they will be to handle. Materials in binders, bound volumes, or mixed formats require significantly more time and care during prep—making labor costs balloon if not properly scoped.

A comprehensive inventory helps firms estimate staffing requirements, plan physical logistics, and develop a timeline that aligns with other key milestones—such as office moves or renovations. It also enables early identification of high-effort documents that may be deprioritized or handled separately. And since labor is often the most expensive part of a backfile scanning project (not the technology), accurately scoping your inventory is the best way to stay on budget.

Importantly, inventorying gives firms control over the digitization process. It shifts the conversation from “How fast can we scan this room?” to “What is most important to scan, and why?” That mindset is the hallmark of a strategic approach.

  1. Prioritization: Start Smart, Not Just Fast

Once you know what you have, the next question is: what matters most? Not all records are equally valuable or time-sensitive. Prioritizing which files to digitize first allows firms to focus their resources where they will have the greatest impact. Active matters, for example, should be at the front of the line. Scanning them immediately enhances accessibility for attorneys and eliminates the need to retrieve or transport paper documents between locations.

Similarly, recently closed matters should be digitized before they are shelved. This is a key opportunity—those files are entering the system for storage anyway, and digitizing them upfront means they’ll never take up space in the physical file room. Conversely, legacy files or documents that are already scheduled for offsite storage or destruction may be deprioritized or omitted entirely.

Prioritization also reduces organizational friction. It allows firms to move forward incrementally, testing workflows and building internal capacity without biting off more than they can chew. A phased approach, rooted in strategic prioritization, gives firms a manageable path forward and sets the stage for sustained success.

  1. Integration: Leverage the Systems You Already Have

The good news is that most law firms already have a powerful tool in place that can accelerate a digitization project: their records management system (RMS). When properly maintained, the RMS is a detailed catalog of what’s in the file room—file names, folder structures, practice areas, retention status, and more. Rather than recreating this data manually during the scanning process, smart digitization strategies integrate with the RMS to automate metadata entry and minimize human error.

By incorporating barcoding and digital workflows, firms can pre-populate profiling fields directly from their existing systems. This automation doesn’t just improveaccuracy—it speeds the entire operation. And perhaps most importantly, it enables the use of temporary or third-party labor. Staff without institutional knowledge of the records can effectively profile scanned files by simply scanning barcodes and following preset workflows, all backed by data from the RMS.

This is a force multiplier. It transforms what could be a tedious, error-prone, and resource-heavy process into a repeatable, efficient, and cost-effective one. Integrating your digitization efforts with your RMS also strengthens compliance and record-keeping, creating a single source of truth for both physical and digital records.

  1. Labor Strategy: Treat It Like a Scan Factory

Digitizing the file room is not a one-person job. It’s a multi-step, team-based workflow—more akin to a factory floor than a traditional office project. It includes prepping files (removing staples, organizing pages), profiling them (adding metadata), scanning the documents, and performing quality control (ensuring image and data accuracy). Each of these steps has different skill and labor demands, and balancing them requires intentional staffing and process design.

Unfortunately, most law firms don’t have the internal bandwidth to dedicate full-time employees to backfile projects. That’s why outsourcing—whether to facilities management (FM) teams, temp staff, or professional scanning vendors—is often the only practical option. These third parties bring experience, flexibility, and the ability to scale quickly. For particularly sensitive files, like HR or personnel records, bringing in disinterested third-party workers can even reduce privacy risks.

An effective labor strategy includes cross-training, so workers can shift between tasks based on project bottlenecks or volume surges. For example, if quality control is slowing down while scanning is ahead of schedule, staff can be temporarily reassigned. This kind of dynamic, load-balanced staffing keeps projects moving and minimizes downtime—critical for projects with hard deadlines like office relocations.

  1. Disposition Policy: Know What Happens After the Scan

What happens to the paper once it’s scanned? This is one of the most overlooked—and most important—questions in any digitization project. Without a clear disposition policy, scanned files can pile up in boxes, taking up just as much space and posing just as much risk as they did before. Worse, they can become a source of confusion or noncompliance if duplicate paper records remain in circulation.

Disposition planning should start at the very beginning of the project. Firms need to determine what materials can be destroyed, which must be retained physically, and how decisions will be documented. The goal is to minimize the amount of paper retained, and to do so in a defensible, policy-driven manner. Most digitized records can be shredded—especially given that 70% of file room paper is typically a duplicate of documents already in the document management system.

Shredding not only frees up space and reduces costs, it strengthens information governance. It simplifies legal hold processes, reduces liability, and ensures that the firm knows exactly what records exist, in what format, and where. Having a disposition policy in place also helps the digitization team work more efficiently—eliminating the bottleneck of “scan and wait” paper piles and enabling clean handoffs from digitization to destruction.

Final Thoughts: Build the Scanning Muscle Now

Digitizing the file room doesn’t have to wait for a major office move or redesign. In fact, starting small now can better prepare your team for larger projects in the future. Firms can begin by digitizing closed matters, onboarding files from lateral hires, or tackling department-specific archives. These early efforts help build internal expertise, develop repeatable processes, and foster cultural buy-in from attorneys and staff.

The shift to hybrid work has accelerated the urgency of digital transformation—but it has also created an opportunity. Firms are receiving less incoming paper, stakeholders are more comfortable working digitally, and the market has matured with purpose-built technologies to support these transitions. With careful planning and execution, digitizing the file room becomes not just manageable—but transformative.

You may not be able to take the file room with you—but you can take its knowledge and functionality anywhere.

Airmail2 Cloud Digital Records Room Resources

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9 04, 2025

5 Advantages of Cloud-Based Paper Scanning: Why Law Firms Must Modernize for the Hybrid Workplace

2025-04-07T12:53:48-07:00April 9th, 2025|Paper2Digital Blog|

5 Advantages of Cloud-Based Paper Scanning: Why Law Firms Must Modernize for the Hybrid Workplace

The legal industry has always been deeply rooted in paper-based processes, but the shift to hybrid work has made it clear: firms can no longer afford to rely on physical documents. Attorneys and legal staff work across multiple locations. Confidential client information must be accessible, secure, and seamlessly integrated into digital workflows.

While many firms have already begun scanning and digitizing their documents, a surprising 61% of paper still requires scanning—underscoring the fact that traditional scanning approaches haven’t fully caught up with the modern workplace.

The question isn’t whether firms should move to digital-first operations- That is a given. The real challenge is… How do firms modernize these workflows in a way that is sustainable, secure, and scalable? This is where cloud-based scanning comes into play.

The Problem with Legacy Scanning Approaches

Most firms have historically relied on on-premises scanning infrastructure—copiers, scanners, and local servers to process and store files. But these old approaches have significant limitations:

  • Limited accessibility – Paper documents only exist in one place at a time, impeding productivity for remote and hybrid workers.
  • Security risks – Paper is easy to misplace, and physical records rooms present compliance challenges.
  • IT complexity – Traditional document scanning is often dependent on IT resources to maintain software, hardware, and infrastructure.
  • Real estate costs – As firms optimize their office footprint, maintaining on-site records storage is expensive and undesireable.

Why Cloud-Based Scanning is the Future: The Top 5 Advantages

Scanning directly to a cloud document repository, firms overcome the challenges of using old methods while unlocking new efficiencies. Here are five key advantages of cloud-based scanning for the hybrid law firm:

  1. Cloud Enables True Anywhere Access

Hybrid work means attorneys and staff are constantly moving between home, office, and client meetings. With cloud-based scanning, legal professionals can instantly access scanned documents from any device, anywhere—without being tethered to a physical office.

This isn’t just about convenience—it’s about business continuity. When critical documents are digitized and stored securely in the cloud, firms reduce the risk of misplaced files, lost mail, or delays caused by in-office dependencies.

Also see: Law Firms Must Transform Mailrooms: 40% of First Class Mail Now Takes Longer

  1. Security and Compliance are Strengthened

With client confidentiality and data security being paramount, law firms must ensure that scanned documents are protected at every stage. Cloud-based solutions leverage enterprise-grade encryption, secure access controls, and standards for operational controls like SOC 2 Type 2, ensuring that sensitive legal records remain safe from breaches, loss, or unauthorized access.

Beyond security, compliance and governance are also simplified. Unlike paper records, which are difficult to track and audit, cloud-based systems provide a clear digital chain of custody. This is important to enforce document retention policies and meet regulatory requirements.

  1. Eliminating IT Bottlenecks with Faster, Simpler Deployment

One of the biggest barriers to modernization in legal tech is IT backlog. Traditional on-premises scanning solutions often require months of setup and dedicated IT resources. Cloud-based scanning is easy to adopt because it removes this friction:

  • No on-premises infrastructure to maintain
  • No major IT project, simple cloud configuration
  • Rapid deployment enables firms to go live in weeks, not months

By eliminating IT roadblocks, firms can modernize faster while keeping limited IT resources focused on strategic initiatives.

  1. Cost Efficiency and Real Estate Optimization

Law firms are reducing their office footprints, and physical records storage is an undesirable cost. Moving scanning to the cloud allows firms to:

  • Free up valuable office space previously dedicated to file rooms
  • Reduce spending for on-premises scanning infrastructure
  • Shift to a subscription-based model, eliminating large upfront IT investments

Ultimately, this approach aligns with law firms’ broader digital transformation strategies, allowing them to be more cost-efficient and more responsive to clients.

  1. On-Demand Image Processing Solves Scanning Volume Uncertainty

Paper volumes fluctuate. The quantity of mail can periodically spike, case files accumulate before trial, and large digitization projects require bursts of processing power. Traditional scanning infrastructure is fixed so firms either underutilize resources or struggle with bottlenecks.

Cloud-based scanning introduces on-demand scalability to dynamically scale up based on real-time needs. No need for expensive hardware upgrades or waiting for IT teams to provision new servers—scanning operational capacity expand instantly as needed.

The Shift is Happening—Is Your Firm Ready?

The legal industry has reached a critical turning point. Hybrid work, security concerns, and the cost of real estate are forcing firms to rethink paper records scanning. Firms that still rely on manual, on-premises scanning workflows will find themselves at a disadvantage. The inefficiencies, security risks, and escalating costs are impediments to a law firm’s success and future growth.

Cloud-based scanning is not an IT upgrade— it’s a strategic imperative. Firms that embrace this shift gain agility, security, and cost-efficiencies.

For legal professionals looking to future-proof their operations, the time to transition is now. Firms that act decisively will have an advantage from utilizing an everyday solution that improves responsiveness to clients.

Airmail2 Cloud Digital Mailroom Resources

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24 03, 2025

The Future of Mail and Records in a Hybrid World: How Airmail2 Cloud Delivers Secure, Digital Solutions

2025-03-24T10:51:58-07:00March 24th, 2025|Paper2Digital Blog|

The Future of Mail and Records in a Hybrid World: How Airmail2 Cloud Delivers Secure, Digital Solutions

The shift to a hybrid workforce has fundamentally changed how businesses and law firms manage mail and records. For decades, paper-based processes were standard practice, but today are a liability. The inefficiencies, security risks, and costs of maintaining traditional mail and records rooms are pushing organizations to re-think their approach.

At DocSolid, we’ve built Airmail2 Cloud, a purpose-built cloud SaaS solution that digitizes and optimizes mail and records operations, ensuring secure, streamlined access from anywhere. Whether you are are a optimizing your firm’s real estate footprint, a corporate legal department seeking stronger compliance, or a commercial business focused on improving workflow efficiency, Airmail2 Cloud helps modernize document management for a digital-first world.

 Why Paper-Based Mail and Records No Longer Work

Many firms made abrupt shifts to digital processes in recent years, including scanning and distributing mail electronically. These makeshift digital mailrooms allowed operations to continue, but they lack structure, governance, and security. Firms still operating with temporary, inefficient workflows need to consider the risks:

  • Security & Compliance Risks – Scanned PDFs are often attached to emails and sent without tracking or governance, increasing the risk of breaches, lost documents, and regulatory violations.
  • Inefficiencies & Cost Burdens – Firms physically deliver mail after scanning it, duplicating efforts and creating unnecessary work. Many continue to pay for file rooms and paper-based workflows despite shrinking office space.
  • Hybrid Work Challenges – With attorneys and professionals working two to three days per week remotely, firms must ensure seamless, digital access to mail and records from anywhere.

The solution? A structured, purpose-built digital mail and records management system purpose-built for the hybrid workplace.

Introducing Airmail2 Cloud: A Purpose-Built Solution for the Hybrid Workplace

Unlike generic scanning solutions, Airmail2 Cloud is engineered specifically for digital mailrooms and records rooms, offering a secure, automated, and fully governed workflow.

Digital Mailroom Solution

How it Works:

  • Secure, DMS-Centric Delivery – Mail is automatically scanned, tagged, and routed directly into the firm’s document management system (DMS), including iManage, NetDocuments, SharePoint, and OneDrive. No more scattered PDFs floating in email inboxes.
  • Smart Notifications & Structured Workflows – Users receive email notifications with secure links, avoiding governance risks associated with PDF attachments.
  • Customizable Mail Processing – Firms can configure rules for mail delivery, ensuring the right documents reach the right people with minimal manual handling.

Why It Matters:

  • Eliminates unstructured, makeshift scanning processes that lack governance
  • Reduces the costs and inefficiencies of physical mail distribution
  • Ensures attorneys and staff can access mail seamlessly—whether at home or in the office

Digital Records Room Solution

How it Works:

  • Structured Record Profiling & DMS Integration – Mailroom and records staff index documents into the correct matter file, client folder, or department archive without requiring direct DMS access.
  • Automated Paper Disposition Tracking – Firms can digitally manage paper documents from scan to secure destruction, reducing the need for on-site file rooms.
  • Enterprise-Grade Compliance & Audit Trails – Every scanned document is tracked, ensuring firms meet regulatory and security standards.

Why It Matters:

  • Supports law firm real estate reductions by eliminating paper-based file rooms
  • Ensures critical records are accessible—without relying on physical retrieval
  • Enhances document security and compliance, reducing exposure to breaches and malpractice risks

Built for Law Firms—Trusted Across Industries

DocSolid is a proven leader in digital mail and records solutions, with a track record of success with many of the largest law firms, corporate legal departments, and commercial businesses in the world.

Airmail2 Cloud is growing in usage beyond the legal market as many types of business discover the benefits of a cloud-based scanning solution. Companies in staffing, insurance, finance, and professional services are leveraging Airmail2 Cloud to modernize document workflows and improve information governance.

Certified integrations with leading document management platforms—including iManage, NetDocuments, Microsoft OneDrive, and SharePoint— make Airmail2 Cloud easy for any organization to choose.

Ready to Future-Proof Your Mail and Records Management?

If your firm or organization is still relying on outdated mail and records processes, now is the time to modernize.

✔ Reduce costs by eliminating physical mailrooms and file storage
✔ Strengthen governance with a structured, DMS-centric approach
✔ Improve efficiency with automated workflows and secure, cloud-based delivery

Want to learn more?  Email us at hello@docsolid.com or visit our website to see how Airmail2 Cloud can transform your mail and records management.

Airmail2 Cloud Digital Mailroom Resources

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25 08, 2024

DocSolid’s Airmail2 Cloud Takes Flight, from the Flight Plan™ to SOC2

2025-02-20T12:25:49-07:00August 25th, 2024|Paper2Digital Blog|

DocSolid’s Airmail2 Cloud
Takes Flight
From the Flight Plan to SOC2

DocSolid introduced the Airmail2 Cloud Digital Mailroom and Digital Records Room solutions in 2024 with integrations to cloud-based document management systems like iManage, NetDocuments, Microsoft OneDrive and SharePoint. Our patented batch scanning with barcode labels has gone through several generations of technology advancements over the past ten years, but provisioning it in a cloud SaaS platform presented a whole new level of challenges and requirements for us. It not only changed the product, but it also changed our company. These changes include new technologies, more security and reinventing our deployment model. Here is a recap of our 18 month journey bringing Airmail2 Cloud to market.

The Hybrid Workplace in 2024
Hybrid Workplace Solution - Return to Office - Work From HomeAirmail2 was originally introduced in 2020 as a software solution installed on premises. It was a timely pivot for DocSolid, anticipating the sea change of remote work commonly described as the hybrid workplace. In general terms, hybrid work refers to employees working 2 or 3 days per week in the office and working from home the other days.

According to research, more than half of law firm employees surveyed confirm that their firm has established a policy that requires lawyers to come in at least three days per week. 85% report a requirement of less than four days per week. Regarding the flexibility of this requirement, 64% report that the overall policy is flexible, allowing staff to largely choose which days they are in the office.1

Hybrid work, particularly in law firms, requires employees to have access to information regardless of whether they are in their home office or downtown office.

Airmail2 Cloud – The Mission

Product Improvements
Airmail2 Cloud is deployed as a separate, private instance for each customer in the Microsoft Azure cloud, managed by DocSolid. This infrastructure tech stack provides network security and a modern approach to scalability with serverless Apps. Supporting multiple identity providers for SSO was also a requirement. A key technical challenge…  Sorting out how scanned documents will be transferred securely into a customer’s Airmail2 Cloud private storage, originating from the existing scanning hardware back down on the ground. This led us to engineer a new software component called the Azure Sender to securely transmit digitized documents from any networked scanning device. Data files are encrypted in transit and at rest, saved in the customer’s Airmail2 Cloud private storage.

Another innovation is DocSolid’s newest generation of Mailman image processing technology. On demand image processing is a new way of deploying Mailman engines in the cloud. If there is a significant increase in the amount of paper being scanned by a customer, they will always have the additional image processing power they need.

Company Improvements
Before launching the product and going to market, the company initiated a comprehensive audit process to assess the readiness of the product, our business policies and operations in accordance with the AICPA (American Institute of Certified Public Accountants) SOC2 (System and Organization Controls). A widely accepted security framework, the SOC2 Type2 attestation confirms a SaaS vendor’s product and operations meet the association’s standards. The core of this standard involves five Trust Services Criteria (TSC); security, privacy, confidentiality, processing integrity, and availability. DocSolid achieved our SOC2 Type2 attestation for Airmail2 Cloud July 4, 2024.

Project Improvements
Another improvement as DocSolid transformed into a SaaS vendor is the Airmail2 Flight Plan.™ The name is derived from our “airmail theme” because it is a superb metaphor for project leadership at DocSolid. In aviation, the flight plan documents where the pilot and crew originated from, their destination, timing, fuel, weather and other specifications. The Airmail2 Cloud Flight Plan™ is a reference guide for each customer, documenting how their system is configured including workflows and settings. It is also a resource to propel adoption and achieve desired business outcomes.

As you might expect, deploying Airmail2 Cloud takes less time than an on premises installation and it simplifies the project for our customers.

Airmail2 Cloud Project Timeline

Discover - Airmail2 Cloud Project Timeline Graphic

  • Project Initiation
  • Kickoff Meeting
  • Educate Project Team
  • Discovery Session(s)
  • Airmail2 Flight Plan™

  • Airmail2 Cloud Provisioning
  • Connect DMS and Scanning Devices
  • Tailor System to Flight Plan
  • System Walkthrough – Acceptance
  • Production Ready

  • Status Meetings through Launch
  • Rollout to Launch Office(s)
  • 1 Month – Launch Feedback
  • 6 Months – Metrics Review
  • Solution Assessment

Conclusion
In 18 months, Airmail2 Cloud was built, tested and independently audited. Since then, we have onboarded our first new customers. Existing DocSolid customers are now switching from older on prem installations to Airmail2 Cloud.

Welcome aboard Airmail2 Cloud with new departures daily. Enjoy your flight with us.

Airmail2 Cloud Digital Mailroom Resources

SOURCE
1. 2024 Law Firm Office Attendance Policies Report, Thomson Reuters Institute https://www.thomsonreuters.com/en-us/posts/legal/law-firm-office-attendance-policies-report-2024/

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5 05, 2023

CISO in Law Firms Face Hybrid Work Challenges

2023-09-22T11:41:30-07:00May 5th, 2023|Paper2Digital Blog|

Chief Information Security Officers in Law Firms Face Hybrid Security Challenges

Many law firms have shifted towards a hybrid work model, where employees alternate between working from home and working at their law office. While this model has provided greater flexibility, it has also presented significant challenges for Chief Information Security Officers, CISO in these firms.

Law firms have always been a prime target for cybercriminals due to the sensitive and confidential nature of the data they hold. The shift towards hybrid work has only made things more complicated for CISOs, who must now contend with a distributed workforce, varied devices, and continual risks from email phishing. In this article, we will discuss the challenges facing CISOs in law firms due to hybrid work and how they can mitigate these risks.

Remote Workforce
Hybrid Workplace Solution - Return to Office - Work From HomeWith employees working from different locations, it becomes more difficult for CISOs to maintain a secure environment. Home networks are typically less secure than office networks, and employees may be using personal devices that are not adequately secured. This can make it easier for cybercriminals to gain access to the firm’s network and steal sensitive data.

To mitigate this risk, CISOs must implement strict security protocols for remote workers. This includes ensuring that all devices are up to date with the latest security patches, enforcing strong password policies, and providing employees with secure VPN access to the firm’s network.

Increased Cyber Attacks
Cybercriminals have been taking advantage of the pandemic to launch more sophisticated and targeted attacks. With law firms holding sensitive data, they are an attractive target for cybercriminals looking to steal confidential information, commit fraud, or launch ransomware attacks. Email phishing continues to be one of the greatest ongoing cybersecurity threats.

To mitigate this risk, CISOs must implement robust security measures, including multi-factor authentication, intrusion detection, and threat intelligence. They should also conduct regular security assessments and penetration testing to identify vulnerabilities in their systems and networks.

Cloud Security
With the shift towards hybrid work, many law firms have moved their operations to the cloud, making it easier for employees to access data from different locations. While this has provided greater flexibility, it has also created new security challenges, as data stored in the cloud is at risk from cyber attack.

To mitigate this risk, CISOs must implement strict access controls and monitor employee activities closely. They should also encrypt all data stored in the cloud and implement robust backup and disaster recovery procedures.

Mailroom Risk
There is a security problem in the mailroom that deserves a sense of urgency.

In a scanning mailroom, the typical scan-to-email-PDF approach puts the firm’s client information at risk and undermines information governance. Airmail2 solves this problem because it eliminates unnamed PDF attachments and delivers legal mail securely using integrations with a document repository like iManage, iManage Cloud, NetDocuments or OpenText eDOCS. Airmail2 also integrates with Microsoft OneDrive and Google Drive.

This is an important cybersecurity consideration for law firms because email is the most frequent source from where cybersecurity incidents originate. Watch the 2-min. explainer video to learn more.

Conclusion
The shift towards hybrid work has presented significant challenges for CISOs in law firms, as they must contend with a distributed workforce, varied devices, and the increased risk of insider threats. To mitigate these risks, CISOs must implement strict security protocols, monitor employee activities closely, and conduct regular security assessments to identify vulnerabilities in their systems and networks. With the right approach, law firms can maintain a secure work environment and protect their sensitive data from cyber attacks.

CISO Digital Mailroom Resources

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21 08, 2023

National Archives and Records Administration Requirements for Digitizing Federal Records

2023-09-08T11:20:33-07:00August 21st, 2023|Paper2Digital Blog|

National Archives and Records Administration Requirements for Digitizing Federal Records Requirements

No later than June 30, 2024, all permanent records in Federal agencies must be managed electronically to the fullest extent possible for eventual transfer and accessioning by the National Archives and Records Administration – NARA.

Starting on July 1, 2024, agencies will be required to digitize permanent records created in analog formats before transfer to NARA. Digitization and transfer must be made in accordance with NARA regulations and transfer guidance, including metadata requirements.

The National Archives and Records Administration (NARA) recently published the final rule for digitizing permanent federal records. This new rule, known as 36 CFR § 1236 Subpart E, became effective June 5, 2023. The federal government is undergoing a digital transformation and this new rule is a significant step towards achieving that goal.

As a part of this initiative, NARA and the Office of Management and Budget (OMB) issued two crucial memorandums, M-19-21 (Jun-28, 2019) and M-23-07 (Dec-23, 2022). These memos highlight the importance of modernizing and transitioning to digital processes and workflows in the federal government to enhance efficiency, transparency, and accountability.

In line with these memorandums, NARA added the new Subpart E to its records management regulations to provide standards for digitizing permanent records. The goal is to enable federal agencies to dispose of source records when appropriate and according to the Federal Records Act amendments of 2014. This is an important step towards achieving the government’s goal of digital transformation.

SOURCES:
https://records-express.blogs.archives.gov/2023/05/15/new-rule-for-digitizing-records-what-you-need-to-know
https://www.ecfr.gov/current/title-36/chapter-XII/subchapter-B/part-1236

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14 12, 2022

Reinventing Professionals Podcast – Benefits of a Digital Mailroom

2023-09-22T11:05:53-07:00December 14th, 2022|Paper2Digital Blog, Presentations and Webinars|

Benefits of a Digital Mailroom

Reinventing Professionals Podcast by Ari Kaplan

Runtime 16-minutes. Click the play button to listen now.

Host, Ari Kaplan, is an attorney, author, and leading legal industry analyst. He has been sharing interviews with industry leaders shaping the next generation of legal and professional services since 2009.

This episode originally aired on Dec-2, 2022.

Featured Legal Technology Leaders

Steve Irons and Joseph Scott discuss how Airmail2 supports remote and hybrid workplace preferences, why the proper management of scanned material directly impacts a law firm’s security protocols, and the benefits of digital mailrooms. This interview is from the Reinventing Professionals podcast episode released on December 2, 2022 and hosted by Ari Kaplan.

Steve Irons

President

Joseph C. Scott, J.D.

Senior Director of Client Engagement

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