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22 09, 2023

How to Build a Business Case for a Digital Mailroom

2023-09-22T12:14:12-07:00September 22nd, 2023|Featured, Paper2Digital Blog|

How to Build a Business Case for a Digital Mailroom

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.

Woman Work From Home Laptop

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:

  • Mailroom labor
  • Mail recipients labor
  • Quality control work
  • Physical paper mail delivery & disposition
  • Help desk, administration, IT involvement, supervision

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

  • Contact us to request a copy of the complete Airmail2 Advantages Checklist.
  • Book a demonstration to learn how you can design a best practice Digital Mailroom for your firm with Airmail2.
27 07, 2022

Digital Mailroom Best Practices for Governance and Security – White Paper

2023-02-17T15:43:21-07:00July 27th, 2022|Featured, White Papers and Articles|

Digital Mailroom Best Practices
for Governance and Security

White Paper

Digital Mailroom Best Practices for Governance and Security PDF
  • Information governance failures

  • Cybersecurity risk exposure

  • Compliance with privacy laws, PII, ethical walls

Email Danger Icon

Is the mailroom in your firm currently sending inbound legal mail as PDF attachments?

This puts client information at risk in terms of information governance, cybersecurity exposure, client privacy, ethical walls and more.

This white paper details these vulnerabilities and contrasts what a best practice solution looks like. A properly designed digital mailroom helps the firm secure and govern client information while improving productivity at the same time.

Key Points

  • Security risks and process challenges
  • Imperatives for mailroom information governance
  • New mailroom design for both in-office and remote work

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

DocSolid Logo 150px

Secure digital delivery of daily legal mail with direct-to-DMS integrations

iManage or NetDocuments

28 06, 2021

White Paper: Law Offices Get Smaller, Records Rooms Get Digital

2021-07-09T11:50:01-07:00June 28th, 2021|Featured, White Papers and Articles|

Law Offices Get Smaller,
Records Rooms Get Digital
Free White Paper

Law Firm White Paper PDF DocSolid Digital Records Room
  • 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

Now is the time for the Paper2Digital® transformation firms have been delaying. Law firms today are presented with two key transformational catalysts: 1) attorneys have embraced technology and digital skills to enable their work from home preferences; and 2) firm office lease expenses can be greatly reduced in conjunction with a smaller in-office workforce.

Customer Success

“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

Customer Success

“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

DocSolid Logo 300px

Airmail2 Digital Records Room integrates with iManage and NetDocuments

iManage or NetDocuments

1 06, 2021

5 Steps to Get Information Governance Policy to Control Your Mailroom

2022-06-15T13:11:40-07:00June 1st, 2021|Featured, White Papers and Articles|

5 Steps to Get Information Governance Policy to Control Your mailroom

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.

5 Steps to Control Your mailroom

Legaltech News Article

1 11, 2020

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

2023-09-20T14:19:16-07:00November 1st, 2020|Featured, White Papers and Articles|

7 Reasons to Upgrade to a Digital Mailroom Operation

Digital Mailroom Best Practices for Governance and Security PDF
  • Digital distribution of daily mail is mission-critical

  • Legal mail must be delivered to the DMS, not as unnamed PDF 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.

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

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