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22 05, 2023

DocSolid Announces New Airmail2 Customer Stewart McKelvey

2023-05-22T07:25:20-07:00May 22nd, 2023|Featured, Press Releases|

DocSolid Announces New Airmail2 Customer Stewart McKelvey

FOR IMMEDIATE RELEASE

PHOENIX, AZ – (May 22, 2023) – DocSolid, the legal technology experts for digital mailroom and records room solutions, announces Stewart McKelvey, a top 20 Canadian law firm based in Atlantic Canada, with over 225 lawyers, has implemented the Airmail2 Digital Mailroom solution which seamlessly integrates with the firm’s NetDocuments document management system, providing efficient, governed delivery of digital mail.

The shift to hybrid operations has accelerated technology digitization strategies for legal practices. Now more than ever, lawyers and staff need Airmail2 because it enables them to be more productive and work securely from home, in office or remote.

“Our firm has adopted a hybrid workplace strategy, and we needed a best practice digital mailroom as part of our new work environment,” said Sherri Thom, IT Director, Stewart McKelvey. “We selected Airmail2 from DocSolid because of its extensive capability set, and smart integration with NetDocuments. The project team at DocSolid were very organized and helped us seamlessly implement and bring the Airmail2 system into production.”

Airmail2 was designed specifically for law firms’ daily mail operations, with daily mail folder delivery to the document management system for secure, managed digital delivery. Airmail2 sets the industry standard for the efficient, governed delivery of digital mail.

Ten best practice features of Airmail2

  1. Multiple workflows for legal mail, docketing, administrative mail, HR, etc.
  2. Mail recipients receive a link to the mail item from the DMS, not emailed PDF attachments
  3. Barcode labels connect paper mail documents to the digital scan location in the DMS
  4. Stack scanning of multiple mail items at any brand MFD, with no additional hardware or software
  5. Quality controls for monitored imaging and disposition according to the firm’s policy
  6. Administrative tools – help desk, dashboard, audits, reporting
  7. Auto-generated mail arrival notifications alert individuals or groups, describe the mail and show a thumbnail image in the email body
  8. Airmail2 Hub provides a communication system between mail recipients and the mailroom
  9. Mail can be delivered to DMS daily mail folders, or directly into the related matter
  10. DocSolid is a NetDocuments Technology Partner using certified API integrations

“Stewart McKelvey now has a permanent digital mailroom, delivering inbound legal mail to recipient mail folders in NetDocuments,” said Steve Irons, President of DocSolid. “They’ve established governance and security for client information in their mailroom operation, and now are driving valuable efficiency gains for the lawyers, wherever they are working.”

Stewart McKelvey’s Airmail2 Digital Mailroom leverages the Airmail2 Hub which lets lawyers communicate back to the mailroom through a ticketed messaging channel on a variety of common issues that arise in digital mail handling. Lawyers viewing a digital mail item can initiate instructions to the mailroom including image fixes, physical document disposition, requests to scan envelopes, or ad hoc instructions on physical mail handling.

“Our robust partner ecosystem continues to deliver a great customer experience and enhance NetDocuments’ value for our user base,” stated Reza Parsia, Vice President, Strategic Partner Management with NetDocuments. “DocSolid’s seamless NetDocuments integration provides legal professionals, like the Stewart McKelvey team, with vast digital mailroom capabilities enabling users to work more productively and securely through one mission-critical cloud platform.”

Visit docsolid.com to learn more about Airmail2 Digital Mailroom and the companion, Airmail2 Digital Records Room solutions.

About DocSolid

DocSolid creates, sells and supports the Airmail2 Digital Mailroom and Digital Records Room solutions for a hybrid workplace. Reliable, secure delivery of digital documents is a best practice for leading law firms and corporate legal departments worldwide. DocSolid’s patented Paper2Digital® solutions reduce the costs, risks and inefficiencies of paper records. For more information, visit www.docsolid.com.

About NetDocuments

NetDocuments is the #1 trusted cloud-based content management and productivity platform that helps legal professionals do their best work. Backed by over 20 years of experience in cloud innovation, NetDocuments offers a complete end-to-end platform for document and email organization and management, including award- winning security and research capabilities; robust automation, collaboration, and search technologies; seamless integrations with other tools professionals use daily; and much more. NetDocuments supports over 7,000+ law firms, corporate legal departments, and public sector entities globally. Learn more about NetDocuments.

DocSolid media contact:
Michael Herzog, Director
michael@docsolid.com

5 05, 2023

CISO in Law Firms Face Hybrid Work Challenges

2023-05-09T08:21:18-07:00May 5th, 2023|Featured, Paper2Digital Blog|

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

14 12, 2022

Reinventing Professionals Podcast – Benefits of a Digital Mailroom

2022-12-14T11:12:13-07:00December 14th, 2022|Featured, 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

3 10, 2022

Security Risks and IG Concerns Drive Improved Digital Mailroom Operations ILTA Peer to Peer Magazine Article

2022-10-03T09:41:54-07:00October 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.
Joseph C. Scott, J.D.Senior Director of Client Engagement

International Legal Technology Association Logo Used With Permission

PEER TO PEER – FULL MAGAZINE ISSUE 3 | Vol. 38

http://epubs.iltanet.org/i/1480787-fall22/13

22 09, 2022

How Digital Mail Operations Expose Firms to Risk

2022-09-22T10:16:12-07:00September 22nd, 2022|Featured, Paper2Digital Blog|

How Digital Mail Operations Expose Firms to Risk

The article originally appeared in Legaltech News: Here

Security is a funny thing.  For it to work, you have to do it all of the time.  Wearing a seatbelt half the time isn’t a good strategy.  Wearing the seatbelt every time is.

Sending scanned images of inbound, daily mail via email attachments is a ‘scan-to-email’ method that was never intended to be a secure, permanent operation. This was only a temporary solution conjured in response to the pandemic crisis. So why are law firms still doing it this way? The only answer is that nothing bad has happened- yet.

But something bad will happen because it’s not secure.  We don’t have our seatbelts on. Sending scanned images of paper mail as email attachments creates these risks:

  • Lack of governance. When documents are sent as email attachments, the exchange occurs outside of the document management system (DMS), the technology intended to secure and govern them, multiplying risk exposure across the firm.
  • Cybersecurity risk. Along with the rise of remote work, cybersecurity threats have increased by 3x. Email attachments expose the firm to these risks.
  • Conflicts, PII and more. When an email message goes to the wrong recipient or an attachment contains personally identifiable information (PII), firms are exposed to conflicts or significant regulatory fines resulting from lack of compliance with GDPR, CCPA and other regulations.

Security and governance of their information is the number one issue keeping clients awake at night. Firms must take the right steps to secure client information from the moment it arrives. Firms that do not secure client information from the moment of arrival are at risk of an event no one wants. In short, we need to wear our seatbelts all the time.

Lack of Governance

At the most basic level, when a law firm mailroom delivers a confidential file via email attachment, the firm has no control over the document and cannot govern or secure it. Scanned mail delivered as a PDF email attachment often goes to more than one person, so the exposure is multiplied, then subject to the behavior of all receiving parties. Recipients can open attachments on their desktop, circumventing conflicts, or confidentiality, share the file with other attorneys, staff, or external entities outside the confines of the firm’s information governance policies.

And during this process, sending a document by email attachment means the file exists on the Exchange Server, not the DMS. It may then be stored in multiple locations on multiple devices including local computers, network folders, other recipients’ mobile or desktop inboxes, other mail servers and more.

 Cybersecurity Risk

Email is the #1 attack vector for cyber criminals. Users are attacked at the inbox, and the organization is attacked at the email server. Building a permanent daily mail scanning operation on top of this exposure zone is unwise, and unnecessary.

Another risk factor is wrong recipient error. Organizations with over 1,000 employees send approximately 800 misdirected emails every year. That is a rate of more than two emails per day, making it the most common type of error to cause a breach.

The System of Record is the DMS

Wrong recipient occurs most often as a result of an erroneous auto-fill in the send field – but wrong recipient is not the only risk caused by an unintended auto-fill in the send field.

The other negative consequence is unintended conflicts risk.  Email is not a technology that can check for conflicts nor build ethical walls to ensure that only the intended parties of a communication have access to that communication.

The technology for this is the document management system (DMS).

Client information arriving by postal mail needs to be scanned directly to the firm’s document management system (DMS) and be available to users only by a link to the DMS. Simply put, the DMS is the technology of choice for 98% of all law firms to protect and govern sensitive client information and why it is regarded the firm’s “system of record.”

For instance, a wrong recipient “may” occur when receiving an email with a link to the DMS, but the recipient wouldn’t be able to open the link if they were not assigned access.  That’s security.

Not only does DMS secure and govern client information but it is also the technology that helps firms comply with regulations such as The European Union’s General Data Protection Regulation (GDPR) and the California Consumer Protection Act (CCPA) at scale. These regulations mandate, among other requirements, that firms be able to classify, track and, if requested, delete personal data held anywhere by the firm. This is effectively impossible with scan-to-email.

This is what it means to build a best practice solution and not an expedient solution.

 Ethical Obligations

Direct-to-DMS delivery of digital mail is not just a good idea, but potentially an ethical duty of a law firm. Several of the ABA Model Rules are particularly related to safeguarding client data, including competence (Model Rule 1.1), communication (Model Rule 1.4), confidentiality of information (Model Rule 1.6), and supervision (Model Rules 5.1, 5.2, and 5.3).

What do these duties require? When using technology, they require that we employ reasonable measures to safeguard the confidentiality of client information, that we communicate with clients about our use of technology and get informed consent from clients where appropriate, and that we supervise subordinate attorneys, law firm personnel, and service providers to ensure compliance with these duties. In comparison to the capabilities of how a DMS protects client information, email is not a reasonable measure.

Conclusion

Security of client information isn’t a part time job.  We’ve got to wear the seatbelt at all times and, unfortunately, the way many digital mailrooms now operate expose the firm to a multitude of risks.  We don’t need to wait for the unfortunate event to happen – firms can act on this today and install the right technology that integrates digital mail with the DMS.

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 02, 2022

6 Tips to Optimize Attorney Productivity with Digital Mail

2022-02-28T07:35:24-07:00February 28th, 2022|Featured, Paper2Digital Blog|

6 Tips to Optimize Attorney Productivity with Digital Mail

The Arc of Time:

Do you remember the introduction of the fax machine? It was a primitive first step but had a dramatic impact on the practice of law. Documents could be moved in minutes rather than hours (and in a bit of irony, the paper document was converted back to paper after having been digitized – but that soon changed with the advancement of email). Examples such as these are numerous and have meant that over the arc of time, the practice of law has moved along the path of digital transformation to become more productive.

The business of law has been the beneficiary of a continuous stream technology which has made the literal practice of law more productive. Much of these advancements have helped us move along the path of digital transformation. Digital transformation takes place at the intersection between technology and process. As technology has advanced, the implementation of technology has often meant changes to the process of the practice of law.

Digital Transformation Comes to the Mailroom:

Prior to the COVID-19 pandemic, the “process” of handling incoming mail had not advanced since the invention of the stamp. As the pandemic moved us out of the office and away from our incoming mail, the old process became much less efficient. Recipients either had to travel to the office to get their mail, have it re-delivered to their homes, or perhaps the mail was “digitized” and delivered electronically.

Digital Mail and Attorney Productivity:

The digital transformation of the mailroom has begun and the opportunities to leverage this transformation will yield improvements in attorney productivity with appropriate changes in the process of mail delivery. Here’s how:

  1. One obvious benefit is that digital mail can be delivered faster than paper mail. This improvement in speed of delivery means that responses happen sooner. In some instances, this quicker response can be critical.
  2. Digital mail can pass through a “quality control” step to assess the quality of the scanning process. The impact is that attorneys are not pestered with poor quality scans which can be hard to read or worst case – incomplete.
  3. Another benefit is that digital mail can be delivered to the firm’s repository-of-record, typically the document management system. This assures that security rules and ethical wall rules are applied (automatically by the DMS), editing contention is managed, and versions are carefully controlled.
  4. Digital mail is searchable. A DMS user can use DMS search tools to query “today’s mail” for specific content –making it possible for the attorney to assess and respond more quickly and certainly more easily.
  5. Digital mail is easier to share as needed. Rather than making copies of a paper mail item, the electronic version can be easily shared among team members as needed.
  6. Once a mail item has been digitized, it can be managed “in stream” with other digital content for compliance purposes. This is essential in situations where records are under scrutiny.

The digital transformation has come to the mail room.  As technology advances, so too does productivity and efficiency. The digital transformation within the law firm mailroom allows for corresponding improvements in the mail receipt-and-delivery process. The arrival of new technology and processes are yielding improvements in productivity and efficiency – an important step forward.

2 02, 2022

Law Firms Must Transform Mailrooms as 40% of First-Class Mail Will Now Take Longer

2022-03-10T08:08:06-07:00February 2nd, 2022|Featured, Paper2Digital Blog|

Law Firms Must Transform Mailrooms as 40% of First-Class Mail Will Now Take Longer

Law firms throughout the country are still being held back by one thing — paper. Postal mail and a law firm’s mailroom have logistical challenges on a scale we simply never saw before 2019. The traditional format of a mailroom creates a significant bottleneck in attorney productivity as presently constructed because they were never designed to support the new realities of work from home with a hybrid workforce. As if that wasn’t causing enough pain already, the United States Postal Service (USPS) recently introduced new service standards that will only make things worse.

USPS Mail Delivery TruckAt the end of 2021, the USPS changed the services standards for first-class mail. These changes have resulted in lengthened delivery times for 40% of first-class mail and packages. This means time-sensitive law firm and client documents delivered through the USPS could take up to five days to arrive, instead of the standard two days.

The new service standards are not only affecting delivery times, but also price. First-class standard sized mail and large envelopes such as letters, bills, and statements are all seeing about a 10 percent increase in price. These changes are all a part of current Postmaster General, Louis DeJoy’s 10-year Delivering for America plan to tackle the agency’s massive debt.

For people operating outside of a law firm’s mailroom, these changes may seem inconsequential, but the slower delivery times are a new risk factor that will impact a law firm’s ability to get inbound mail routed internally on time. Law firms are critically dependent on paper mail from clients, courts, opposing counsel and research sources. Postal mail delivered to a law firm will often mandate a calendared response, contain sensitive client information, or contain information that is critical for a court case or essential to the progress of an active matter.

The question now stands: With a distributed workforce and the physical mail slowing down,
can a law firm afford to operate this way?

Clearly no. To combat potential delays, firms are now able to implement a best practice digital mailroom solution that serves the entire firm as a reliable, efficient, and SLA-based operation that consistently provides the fastest and most secure method of delivery possible. It will have an immediate impact and offers enduring value to the firm because it involves a critical component of attorney-client communications. Attorneys and their clients will notice this difference. Speed wins.

A best practice digital mailroom is designed as a seamless, efficient digital operation with batched workflow steps, built-in quality controls (QC), and direct-to-DMS delivery with configurable routing rules as needed for different types of documents.

The solution is the Airmail2 Digital Mailroom software by DocSolid with certified DMS integrations. DocSolid deploys Airmail2 with best practice workflows designed for law firms to solve the productivity and logistics problems of inbound mail delivered by the post office or couriers. It also aligns with information governance policies because it works with the firm’s existing document management system (DMS) to store matter files and sensitive information where they belong right from the start… in the DMS where it is profiled, protected and governed.

Simplistic scan-to-email methods are not sufficient. Paper mail should not just be piled on top of office desks. Makeshift mail scanning is just a fire drill on the way to becoming a train wreck because a completely different approach is needed to meet the needs of a hybrid workforce. Don’t wait for slower postal mail and unforeseen outcomes to negatively impact the quality and speed of service at your law firm.

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