White Papers and Articles

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25 11, 2020

ALA: A Digital Mailroom Built for Law Firms in the New Normal

2020-11-25T21:09:20+00:00 November 25th, 2020|Featured, White Papers and Articles|

ALA Business Partner - DocSolid

A Digital Mailroom Built for Law Firms in the New Normal

PREVIEW:

As we continue to find ourselves working outside of our usual offices, many law firms are finding that they need a digital mailroom, not an ad hoc scan-to-email workaround. That was a mere triage solution at the onset of the COVID-19 crisis. Attorneys and staff working from home require reliable, secure delivery of inbound daily postal and overnight mail arriving at the main office. And they need on-call access to paper records back in the main office file rooms. A productive, secure digital mailroom operation is the most practical solution.

A digital mailroom also remains essential when the workforce returns to the office. A significant part of the workforce will continue to work from home semi- permanently, and it won’t be viable to hand-deliver paper mail for those in the office while also providing an alternate digital delivery for those at home. Legal mail needs digital delivery, all the time, for everyone.

Law firms are uniquely dependent on inbound paper documents from clients, courts, opposing counsel and research efforts. Some of these paper items mandate a calendared response, or contain sensitive client information or crucial matter content.

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Digital Mailroom

Airmail2 Preview Video (3-minutes)

1 11, 2020

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

2020-11-03T19:37:21+00:00 November 1st, 2020|Featured, White Papers and Articles|

7 Reasons to Upgrade to a Digital Mailroom Operation

7 Reasons to Upgrade to a Digital Mailroom Operation PDF
  • Digital distribution of daily mail is mission-critical

  • Legal mail must be delivered to the DMS, not the email system

  • A digital mailroom operation can be transformational

Most mailroom scanning operations are nothing more than scan-to-email cobbled together by the firm itself or a contracted facilities management services provider. If your law firm is going to adapt to the New Normal and your distributed workforce, isn’t it time you get a secure, reliable solution?

Digitized mail in a law firm has unique security, governance and compliance needs. That is why you need a Digital Mailroom solution that is engineered for a law firm to achieve direct digital delivery of postal mail to the firm’s existing document management system such as iManage or NetDocuments.

Customer Success

“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

Fill out this form for immediate, complimentary access to this white paper

Digital Delivery of Daily Mail to the DMS

iManage or NetDocuments

19 08, 2019

The Power of One – How To Create a Single Source of Truth for Matter Files in Law Firms

2020-09-21T17:59:49+00:00 August 19th, 2019|Featured, White Papers and Articles|

DocSolid is a NetDocuments Technology Partner
The Power of One eBook

In your law firm, can you think of how many different locations information is stored? You likely have emails, PDFs and paper records stored in multiple locations which can lead to siloed information and increased risk for your firm.

In this eBook, we explore the importance of embracing the digital world, especially as it relates to the matter file.

  • What a digital matter file is and why it reduces your firm’s risk.

  • The benefits of moving to a digital matter file and eliminating paper records

  • Four steps to getting started with digital storage

Fill out this form for immediate, complimentary access to this eBook

12 02, 2018

Access from Anywhere: DocSolid and NetDocuments Free the Information in Paper

2019-07-31T19:13:56+00:00 February 12th, 2018|Case Studies, White Papers and Articles|

After Gilbert LLP migrated their document management system (DMS) to NetDocuments in 2011, they gained some capabilities the firm had long sought. Their file system had improved search, accessibility from anywhere, and a built-in disaster recovery. But, the firm still had too much information locked up in paper and improperly organized scanned records.

In the article “Access from Anywhere: DocSolid and NetDocuments Free the Information in Paper” Frank Schipani, Director of Information Technology at Gilbert LLP, discusses how the firm made the decision to adopt DocSolid’s scanning solution, KwikTag Legal. The decision drove paper records to the firm’s DMS and a provided search solution and mobile accessibility.

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16 10, 2017

Digitized Documents Prevent Reckless Record-Keeping

2018-05-23T23:29:42+00:00 October 16th, 2017|White Papers and Articles|

Legal practices which use paper to maintain an official matter file put themselves and their clients at risk.  Rather, if the firm digitizes records in the normal course of business, the paper records can be shredded and with them, their associated costs and risk.

This Los Angeles Times article offers a vivid example. The new president of a California homeowners’ association recounts how they replaced the group’s attorney of more than 30 years, and discovered that all records older than 10 years had been destroyed without notifying the association’s board.

In response, authors Donnie Vanitzian, an arbitrator, and attorney Zachary Levine offer the new HOA president options for possible legal resolution as the association seeks the return of its records. They note that it’s common for legal engagement letters to specify that records may be archived, then destroyed after specified periods of time.

While the relevant state law doesn’t address how long an attorney must retain client files, they say “every attorney has a duty to return client files on request absent a prior agreement.”

Digitized records are an obvious solution, and DocSolid’s Paper2Digital solutions enable a seamless workflow for eliminating these kinds of problems, and driving a full electronic matter file within a firm’s document management system (DMS).

KwikTag Legal, an integrated scanning platform which embeds capture within law firms’ existing document management software, manages inbound paper from the first point of entry, through a scanning and profiling process, with built-in quality control checks to enable confident shredding.

Postmark identifies paper documents that have been printed in-house from an electronic document already filed in the DMS. Postmark prints a small bar code in a corner of the document. This bar code branding on the paper denotes that a corresponding electronic copy is filed in the DMS. After the paper document is used, it can be destroyed instead of filed at any stage of the paper lifecycle. Postmark alone can reduce a firm’s filed paper records by 50-70%.

As records are digitized, a firm can then update its engagement letter, informing clients that it keeps an electronic matter file in the DMS, and that an electronic copy is available upon matter closing. It can also note that any papers of record that have not been scanned into the DMS will also be provided at closing.

The updated letter should also specify that all matter material will be maintained for a prescribed time period and then destroyed. It can provide for a second notice to the client as well. The update should also specify that the firm does not house the client’s original paper documents and describe how it scans them upon receipt, incorporating them into the DMS, then promptly returns the originals.

Document retention problems like the one faced by this homeowners’ association can create costly, time-consuming disputes, but DocSolid’s Paper2Digital practice easily prevents them from arising in the first place.

KwikTag Legal is now Postmark Scan

 

 

 

16 06, 2017

Enterprises Need a Paper Lifecycle and Retirement Management Strategy

2017-06-16T06:30:39+00:00 June 16th, 2017|White Papers and Articles|

Today, the majority of enterprises are pursuing a ‘paper to digital’ strategy as part of their digital transformation programmes. However interestingly, many will admit that the strategy hasn’t led to a significant reduction in paper in their business, which is a key objective of such initiatives alongside making cost savings and enhancing data security. The key reason why their efforts are proving to be ineffective is a lack of a complete, end-to-end paper lifecycle and retirement management strategy. This has major implications for the upcoming EU General Data Protection Regulation (GDPR) compliance too and unfortunately, organisations are inadvertently putting their businesses at extreme risk of non-compliance with this regulation in the absence of such an approach.

Research by DocSolid reveals an interesting scenario, albeit in the legal sector, but one that is likely representative of other professional services and mainstream enterprises too. 57% of all paper in law firms is a printout of existing electronic files stored in their document management system (DMS).

To read the full article by Roy Russell in ITProPortal, click here.

19 04, 2017

How to Solve the Paper Records Workflow That’s Killing Your Firm

2018-06-27T23:12:02+00:00 April 19th, 2017|White Papers and Articles|

In DocSolid’s 2016 IG-Records Survey, it was found that 57% of a firm’s formally-filed paper documents were printed directly from the firm’s own paperless document management system. That percentage would grow another 39% if you gathered up all the other DMS-printed paper that is scattered around the firm — on lawyers’ desks, in secretary workstations, and in hallway boxes.

So, if we already have these documents properly stored in the DMS, why do we print, file, store, and archive them as paper?

To start, we print because many attorneys like to work with paper. That is why almost all law firms still run enormous paper filing operations. We keep filing, refiling, moving, and storing DMS-printed paper documents because the filing staff, and even the attorney, aren’t sure if the corresponding electronic version is in the DMS. The paper is filed, and the print-file-store-archive cycle continues.

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13 04, 2017

ROI of Going Digital at Lindquist & Vennum

2018-06-27T23:13:28+00:00 April 13th, 2017|White Papers and Articles|

Two years ago, Lindquist moved to a fully electronic matter file, and the benefits continue to flow both in the service of our clients and back to the firm, providing substantial savings, productivity and information governance. Here’s a look at what we did.

The process began by accommodating a small group of attorneys who wanted increased mobility and access to their files from remote locations. Their success created momentum within the firm to move to a fully electronic matter file, which we did in January of 2015.

To create the fully electronic matter file, Lindquist needed a productive solution for scanning and integrating documents into the document management system (DMS). Lindquist selected KwikTag Legal because it is an integrated scanning solution that embeds within our existing application software. It manages related paper digitally and scans directly to our existing DMS.

Paper-To-Digital-KwikTag-Legal
2 03, 2017

Making the Business Case for Going Digital: 360 Degrees of ROI

2018-06-27T23:21:04+00:00 March 2nd, 2017|White Papers and Articles|

Conventional law firm paper records systems are not sustainable in today’s legal market. More law firms are getting serious about paperless office solutions, for a variety of return on investment (ROI) reasons. The cost, risk, and inefficiencies of paper records are severe business burdens to the practice of law. Removing paper from the document management process improves the speed and quality of service delivery. Aligning a law firm’s paper-to-digital initiative to specific payback targets brings clarity to the return on investment and allows for usage of the 360-degree ROI model.

A formal ROI process, supported by detailed spreadsheets of financial affirmation, is rarely the basis for a law firm moving forward with a paperless office solution. Rather, a long list of obvious payback benefits is cited. The firm begins a project to drive through a sequenced subset of those ROI targets based on the project approach.

DocSolid Making The Business Case For Going Digital- 360 Degrees Of ROI
23 06, 2016

Law Firm Makes a Case for Simplified Workflows

2018-06-27T23:28:34+00:00 June 23rd, 2016|White Papers and Articles|

It’s no secret that complex litigation generates reams of files and paperwork. Marshall Dennehey Warner Coleman & Goggin, a law firm specializing in large civil defense cases involving casualty, professional liability, health care, and workers’ compensation, wanted to become a paperless law firm. For the firm, managing large volumes of documentation and ensuring that critical files and documents are available when and where they are needed is critical. With upwards of 500 lawyers in 20 offices scattered across Pennsylvania, New Jersey, New York, Delaware, Florida, and Ohio, “There is a need to be efficient and manage costs,” explained Roger Bonine, the firm’s Director of Information Technology.

Although the law firm has made every attempt to migrate from paper to digital systems, the basic realities of dealing with clients, other law firms and various court systems creates enormous challenges.

To learn more about the firm’s experience working to become a paperless law firm through their work with KwikTag, read the full article in CIO Insight here.

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