Michael Herzog2025-02-06T17:56:37-07:00February 6th, 2025|Featured, Paper2Digital Blog|
In this episode, we summarize the key points and research results in the 2024 Information Governance Report published by Mattern Associates, referenced here with permission from the author. Please contact us to request the report.
Dylan Patterson2025-07-22T12:20:19-07:00July 21st, 2025|Featured, Press Releases|
FOR IMMEDIATE RELEASE
Phoenix, Arizona — July 21, 2025 – DocSolid, the leader in cloud-based digital mail and records management, and Forrest Solutions, the premier onsite outsourcing provider for professional services firms, today announced a strategic partnership to deliver a managed, best-in-class digital mailroom solution.
As organizations accelerate their digital transformation and hybrid work initiatives, the traditional mailroom has emerged as a high-impact opportunity for modernization. This new partnership brings together DocSolid’s patented Airmail2® digital mail platform with Forrest Solutions’ onsite mailroom staffing expertise—creating a standardized, fully integrated solution that optimizes and governs mailroom operations across all office locations.
This collaboration makes Forrest Solutions the first onsite outsourcing provider to standardize digital mailroom technology and operations across its client base —powered exclusively by DocSolid’s Airmail2® Cloud technology. The result is a seamless human-technology integration model that ensures:
• Fast, secure, and compliant digital delivery of inbound mail
• Elimination of physical paper workflows
• Support for hybrid professionals, remote staff, and modern workplace strategies
• A consistent, scalable digital mailroom standard across the enterprise
“This partnership positions Forrest Solutions to offer a fully integrated digital mailroom across our entire client base,” said Anthony Davies, Chief Revenue Officer of Forrest Solutions. “DocSolid’s move to a cloud-based platform has significantly enhanced digital mail service delivery—making it faster, easier, and more affordable for our clients. We’re proud to partner with DocSolid to help organizations streamline operations, reduce risk, and enable the modern hybrid workplace.”
The joint solution is already live across several Am Law ranked firms and a major sports organization, where Forrest Solutions and DocSolid successfully deployed the service to drive and govern document workflows for both onsite and hybrid staff—marking a new standard for mailroom modernization.
This partnership arrives at a pivotal moment, as organizations confront the realities of a hybrid-first future and seek high-impact ways to modernize legacy operations. By uniting people and technology into a single, proven solution, Forrest Solutions and DocSolid are helping organizations eliminate paper at scale—and build a digital foundation for the future.
To learn more about DocSolid and Airmail2 Digital Mailroom and Digital Records Room solutions, go here.
For more about Forrest Solutions’ onsite outsourcing solutions, visit www.forrestsolutions.com
About DocSolid®
DocSolid is the leader in cloud-based digital mail and records management for law firms. Its patented Airmail2® Cloud solutions enable firms to eliminate paper-based workflows, enhance security and compliance, and improve efficiency in the hybrid workplace. Built on Microsoft Azure and backed by SOC 2 Type 2 certification, DocSolid ensures law firms can seamlessly digitize, govern, and manage inbound legal mail and records with enterprise-grade security and zero on-premises IT burden.
For more information, visit www.docsolid.com.
Powering Digital Transformation at Perkins CoieMichael Herzog2025-02-20T10:32:35-07:00February 19th, 2025|Featured, Press Releases|
FOR IMMEDIATE RELEASE
PHOENIX, AZ – (February 19, 2025) – DocSolid, the legal technology experts for enterprise paper scanning and workflow today announces new editions of two industry white papers: 7 Reasons to Upgrade to a Digital Mailroom Operation and Law Firms Go Hybrid, Records Rooms Go Digital. These reports provide essential guidance for law firms navigating the shift to hybrid work by transforming their paper-based mailroom and records operations into efficient and secure digital workflows.
As hybrid work settles in, law firms must address the inefficiencies, compliance risks, and real estate challenges associated with paper-based processes. Traditional mailroom operations and physical records rooms no longer support the needs of a modern law firm, where attorneys and staff require seamless access to client information— anytime, anywhere. These white papers provide law firms with actionable strategies to optimize mail and records management, ensuring security, governance, and operational efficiency.
Why Law Firms Must Upgrade Their Mailroom and Records Operations
The legal industry has long relied on paper-based processes for mail and records management. However, the rise ofbhybrid work has exposed critical vulnerabilities, including:
• Security and Compliance Risks – Unstructured scan-to-email processes expose client data to cyber threats, governance failures, and regulatory violations.
• Process Inefficiencies – Attorneys and staff waste valuable time manually handling scanned mail attachments and retrieving physical records, impacting productivity.
• Real Estate Optimization – Firms can significantly reduce office space costs by eliminating paper file storage, aligning with strategic real estate planning.
• Technology Gaps – Without purpose-built digital solutions, firms struggle with fragmented mail and records workflows that fail to integrate with their document management systems (DMS). Steve Irons, President of DocSolid, comments: “Hybrid work has elevated the game for how law firms manage and protect client information. Our latest white papers give law firms strategic insights to modernize their operations and adopt a holistic approach to digital transformation. Airmail2 enables firms to move beyond temporary fixes and establish a secure, structured process for mail and records management in today’s hybrid workplace.”
DocSolid’s Airmail2: The Industry Standard for Digital Mail and Records
DocSolid’s Airmail2 Digital Mailroom and Digital Records Room solutions provide law firms with enterprise-grade technology to digitize mail and records seamlessly within their DMS. Unlike ad hoc scanning solutions, Airmail2 advantages include:
• Direct DMS integration for secure, structured delivery of legal mail and records.
• Automated quality control and audits, reducing errors and enhancing governance.
• Streamlined workflows that eliminate unnecessary handling and physical distribution of documents.
About DocSolid
DocSolid develops, sells and supports secure scanning solutions for leading law firms, corporate legal departments and commercial businesses. DocSolid’s patented Paper2Digital® solutions reduce the costs, risks and inefficiencies of paper records.
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Michael Herzog2025-01-27T11:39:36-07:00January 27th, 2025|Featured, Press Releases|
DocSolid Launches Airmail2 Cloud Solutions: Revolutionizing Paper Scanning for the Hybrid Workplace
FOR IMMEDIATE RELEASE
Phoenix, AZ – January 27, 2025 – DocSolid, a leader in digital transformation solutions for law firms and corporate legal departments, announces the launch of two innovative cloud-based solutions: Airmail2 Cloud Digital Mailroom and Airmail2 Cloud Digital Records Room. Law firms and corporate legal departments need cloud-based solutions aligned with information governance policy and recommended security standards. DocSolid’s solutions integrate with leading document management systems (DMS) to provide the industry’s most secure document handling. Airmail2 Cloud is purpose-built for the hybrid workplace which means firms can fast track the new disciplines needed to digitize inbound mail and scan existing paper records at scale.
The legal industry is undergoing a significant shift to digital transformation as firms adapt to the demands of hybrid work and increasing pressure to optimize operational efficiency. Paper-based workflows and physical storage are no longer viable in a digital-first world where secure, remote access to information is critical. Simultaneously, law firm clients are demanding higher levels of data governance and compliance, further intensifying the need for secure and efficient document management. Airmail2 Cloud addresses these challenges head-on, empowering law firms to streamline paper workflows, reduce costs, and meet evolving client expectations in a competitive market.
Airmail2 Cloud enables firm-wide deployment with no technical project because there are no servers on premises. Its cloud-based design reduces operational
complexities, allowing law firms to easily scale their document management processes while enhancing security and compliance. By eliminating server administration and maintenance, Airmail2 Cloud delivers cost efficiency without internal IT department overhead. The SaaS subscription enables acquisition without a budget process. Airmail2 Cloud integrates seamlessly with iManage, NetDocuments, Microsoft OneDrive, and Microsoft SharePoint for digital delivery of scanned documents.
For Daily Mail
The Airmail2 Cloud Digital Mailroom transforms traditional mail handling into a secure, efficient digital operation. This purpose-built software integrates seamlessly with existing document management systems (DMS), allowing firms to deliver scanned mail to daily mail folders in the DMS. Key features include:
• Batch Scanning: Efficiently scan multiple documents together in one stack using barcodes that link each physical mail item to a digital record. The barcodes
provide end-to-end lifecycle processing and control of paper documents from first touch to shredding.
• Secure Delivery: Automatically route scanned documents to designated folders within the DMS based on routing rules, ensuring compliance and security.
• Workflows: Designed for legal mailroom workflows with automated email notifications.
For Records
The Airmail2 Cloud Digital Records Room provides a comprehensive solution for digitizing large volumes of paper records, and day-forward paper scanning. The system creates searchable PDFs, updates DMS search engines and stores images in existing structured document repositories. Notable features include:
• High-Volume Scanning: Streamlined and customized processes for converting paper records into digital formats, saving money and time on large
scanning projects.
• Quality Control Workflows: Built-in quality assurance process ensures the integrity of scanned documents and enables confident shredding.
• Adaptability: Compatible with all multi-function copiers and dedicated scanners, without adding hardware, software, or additional support.
“DocSolid is the leader in providing innovative paper scanning solutions to address the efficiency and security challenges faced by law firms today,” said Steve Irons, CEO of DocSolid. “With our Airmail2 Cloud offerings, we remove the barriers to entry for effective digital transformation for the hybrid workplace.”
For more information about Airmail2 Cloud Digital Mailroom and Digital Records Room solutions, please visit docsolid.com.
About DocSolid
DocSolid develops, sells and supports secure scanning solutions for leading law firms, corporate legal departments and commercial businesses. DocSolid’s patented Paper2Digital® solutions reduce the costs, risks and inefficiencies of paper records.
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Michael Herzog2023-09-22T12:14:12-07:00September 22nd, 2023|Featured, Paper2Digital Blog|
As hybrid office planning continues to evolve in the majority of law firms across the country, firms can no longer rely on the typical scan-to-email-pdf approach. This cobbled together method of daily mail delivery is inefficient and it creates cybersecurity liability for the firm. This is where the Airmail2 Digital Mailroom comes in.
DocSolid’s Airmail2 Digital Mailroom completely transforms a law firm’s paper centric mail into a secure, efficient digital operation. Airmail2 is setting the standard as a best practice for law firm digital mailrooms because of how well it facilitates hybrid work. Legal mail items contain client information that is confidential and time sensitive. Therefore, the methods for processing the daily mail digitally must incorporate the same standards applied for all client data at the firm.
The Airmail2 Digital Mailroom was engineered from the ground up to solve the security and compliance requirements of law firms with direct digital delivery of daily mail fully integrated into the firm’s document management system (DMS). Sensitive information is protected and governed by DMS best practices consistent with the firm’s information governance policy.
To upgrade a law firm mailroom with a best practice digital mailroom solution such as Airmail2, the firm’s stakeholders must gain an appreciation for the distinct differences and advantages of implementing a new digital mailroom operation. Contact us to get the Airmail2 Advantages Checklist PDF. This information helps stakeholders and leaders at the firm understand the business case as it relates to their law firm. From that point, DocSolid will help you define the scope of a project including business requirements, objectives and budgeting.
In order to achieve a digital transformation of your mailroom into a best practice digital mailroom, it is important to understand a few of the fundamental differences and advantages:
Security and Information Governance
Law firms are driven by security and information governance concerns. Legal mail items are time sensitive and they contain confidential information. The rudimentary scan-to-email-PDF approach most law firms have in place are faulty because the scanned mail items are unnamed and uncontrolled. Using this method proliferates security risks that put the firm and their client’s sensitive information at risk. Airmail2 solves this problem because a best practice digital mailroom operation delivers daily mail directly into the law firm’s DMS where confidential client information is properly secured and governed.
“Cybersecurity was a large selling point. Having the ability to securely notify the legal teams and having that password protected was huge. Our managing partner is very involved in our cybersecurity practice area and he really liked that.”
-Database Analyst, Regional Firm US
Airmail2 + NetDocuments
Cost Reduction and Efficiency
Recognize the amount of labor, quantified in people and dollars terms, that is consumed by continuing to support makeshift scan-to-email-PDF methods. A best-practice digital mailroom is labor efficient because it enables batch work that requires fewer mailroom clerical staff, reducing the cost to operate it. It also stops the wasteful mail handling time currently in the hands of attorneys and legal assistants who should not be distracted by the redundant delivery of paper mail.
Overall Business Process Improvement
Mailrooms are scanning daily mail because some of that mail belongs in the DMS. But how do you know that ever even happened? A best-practice digital mailroom closes the loop on business process because it is a comprehensive end-to-end solution for getting mail into the DMS. It accomplishes this seamlessly with built-in quality controls, automatic email notifications and operator alerts. And one more thing… The entire mail delivery cycle time is faster too.
Attorney / Employee Experience
A best practice digital mailroom achieves an attorney-focused experience that does not require employees to change the ways they work. For mail recipients, it is a reliable daily routine, no matter where they choose to physically work on any given day. Everyone appreciates the consistent experience you get with Airmail2 automated notifications and the option of communicating back to the mailroom with the Airmail2 Hub. For a hybrid workforce, it is ideal for fee earners and staff to have a few things that they can rely on operating the same way every day. The importance of this is greater than ever as hybrid work must be scrutinized for security from every angle by the CISO – Chief Information Security Officer, Records Managers and Information Governance leaders. The daily mail is a fundamental physical office function that is mission critical for law firms. That is why secure digital delivery with Airmail2 is essential.
Productivity
Labor is a one of the biggest considerations when deciding to budget for a new Digital Mailroom system. Using reasonable calculations, DocSolid has a spreadsheet tool that demonstrates how existing labor costs exceed the purchase price of the software. Use our Productivity Tool to reveal your existing mailroom costs and what you’ll find is that budgeting for a digital mailroom is a very smart choice.
With scan-to-email-PDF, or the old convention of physical mail distribution, operational labor costs add up quickly. This tends to be overlooked, but it becomes easy to see how these costs add up when the operational labor is taken into consideration for everyone that plays a part in supporting the mailroom operation. Contributing cost factors include:
The redundancy caused by a scan-to-email approach leads to additional labor costs that are avoided with a digital mailroom solution like Airmail2. Scanned mail has to be scanned and emailed to recipients, but in most instances, the mail is also physically delivered as well. This becomes double the amount of work for the mailroom staff, but it also adds work for recipients as they have to reconcile both the digital and physical documents while also creating the work of disposing of the physical mail once they are done with it.
Conclusion
The overhead costs of maintaining an inefficient mailroom operation alone makes a best practice digital mailroom operation a fiscally responsible decision for a law firm. The typical scan-to-email-PDF method is a waste of money each day it is kept in place, while the cybersecurity risks are akin to playing Russian Roulette with confidential client information. It’s impossible to align daily mail delivery with the hybrid work variability of each employee in every office location… Unless you adopt a best practice solution.
Next Steps
Michael Herzog2023-09-20T10:53:45-07:00October 3rd, 2022|Featured, Paper2Digital Blog|
“At the most basic level, when the law firm mailroom delivers a scanned mail item via email attachment, the firm has lost control over the document.”
Joseph C. Scott, J.D.
Michael Herzog2022-07-27T12:54:59-07:00April 4th, 2022|Featured, Paper2Digital Blog, White Papers and Articles|
FULL ARTICLE PDF
Secure and Efficient by Design ILTA Spring 2022 – DocSolid.pdf
“The typical scan-to-email approaches are short-sighted and, in many ways, dangerous.”
Michael Herzog2025-02-06T12:28:14-07:00June 28th, 2021|Featured, White Papers and Articles|
Law Firms Go Hybrid,
Records Rooms Go Digital
Free White Paper 2nd Ed.
Eliminate the firm’s paper footprint for real estate optimization
Keep attorneys and staff productive wherever they work
Stop the flow of paper records to offsite storage
“There are essentially three use cases for transitioning to a Digital Records Room: reduce costs by reducing the footprint of paper so we can optimize our office space for higher value work; improve productivity and help attorneys have anywhere access to their files; and lastly, driving our paper files into one centralized DMS file helps us govern and reduce risk better.”
– Jamie Blomquist, CIO at Maslon
“The Digital Records Room was a key component of building a truly comprehensive information governance environment.”
– Deb Rifenbark, CIGO, IGP, CRM, Director of Information Governance, Stinson LLP
Fill out this form for immediate, complimentary access to this white paper
Michael Herzog2022-06-15T13:11:40-07:00June 1st, 2021|Featured, White Papers and Articles|
Distributed work in some capacity or other is here to stay, and if that means continuing to scan inbound postal mail as an attachment to an attorney’s email, this brings us to the question: Should we be concerned about IG now?
Should the mailroom now be owned by the information governance arm of the firm?
Pre-pandemic, this wasn’t a necessary consideration. Then, when the pandemic hit and sent the workforce to home offices, most law firms quickly started scanning to email to get the mail out. Facilities management or available clerical staff went into the office and cobbled together this new work process. In the midst of the crisis and no indication of its duration, it is likely to say that no firm had information governance on its mind once again.
Mail has been a perfunctory function aligned with other physical office services, but the pandemic shifted mail to a critical, and digital operation. The proportion of U.S. lawyers who now want to work remotely at least one day a week has doubled from the pre-pandemic period.
Legaltech News Article
Michael Herzog2025-02-07T15:37:04-07:00November 1st, 2020|Featured, White Papers and Articles|
7 Reasons to Upgrade to a Digital Mailroom 2nd Ed.
Digital distribution of daily mail is mission-critical
Legal mail must be delivered to the DMS, not as ungoverned PDF email attachments
A Digital Mailroom operation can be transformational
SOLUTION: Define the requirements for your law firm’s Digital Mailroom operation
Upgrading to a structured Digital Mailroom operation surfaces specific requirements, which should be documented and accounted for. Productivity, security and reliability are essential.
Scanning sensitive client information and sending those documents to the recipient(s) as email attachments increases the firm’s exposure to a variety of security risks. It also impedes process integrity and undermines a firm’s information governance.
Daily mail is mission critical so digital delivery is essential.
“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
“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
Download Press Release PDF