2 12, 2020

How to Transform Mailroom Operations for Security, IG and Productivity

2021-02-22T11:54:54-07:00December 2nd, 2020|White Papers and Articles|

ALA Business Partner - DocSolid

How to Transform Mailroom Operations for Security, IG and Productivity

A Permanent Change to How Law Firms Operate

PREVIEW:

Law firms need a best practice Digital Mailroom operation, not the current scan-to-email workaround, which was a triage solution at the onset of the COVID-19 crisis. Attorneys and staff working from home must have reliable, secure delivery of daily mail which is arriving at the main office.

The Digital Mailroom remains essential when the workforce returns to the office. A significant part of the workforce will work from home semi-permanently, and it isn’t viable to hand deliver paper mail for those in the office today, and also provide an alternate digital delivery system for those at home.

Law firms are critically dependent on in-bound paper mail from clients, courts, opposing counsel and research sources. Some of these paper mail items mandate a calendared response, or contain sensitive client information, or crucial matter content. Starting now, inbound paper mail needs digital delivery, all of the time, for everyone.

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Digital Mailroom

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Airmail2 Preview Video (3-minutes)

25 11, 2020

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

2021-04-28T11:46:15-07:00November 25th, 2020|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.

GET THE FULL STORY BELOW:

Airmail2 Logo Transparent - DocSolid

Digital Mailroom

Airmail2 Preview Video (3-minutes)

1 11, 2020

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

2021-04-28T15:41:37-07:00November 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

Digitized mail in a law firm has unique security, governance and compliance needs. That is why you need a best practice Digital Mailroom solution built 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

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

30 09, 2020

Law Firm Scanned Mail Should Not be Delivered by Email

2021-04-28T14:44:04-07:00September 30th, 2020|Featured, Paper2Digital Blog, White Papers and Articles|

Law Firm Scanned Mail Should Not be Delivered by Email

Also published on LegalTech News
Also published on LegalTech News
View on LegalTech News
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When the pandemic sent the workforce to home offices, most law firms quickly started scanning daily mail to email inboxes. Facilities management or mailroom staff went into the office and cobbled together a new work process to accommodate this method of digital delivery. But delivering scanned mail via the email system compromises the security, compliance and the integrity of the process.

Email is a highly susceptible point of security and compliance in the lifecycle of matter documents and client information. And it has proven to be a poor workflow management tool and perhaps more importantly, nearly impossible to govern.

Legal documents arriving in daily mail should not be delivered via scan-to-email for these reasons:

  • Scanned documents are stored residually in the email server, unmanaged. Sensitive client information delivered as attachments violates basic principles of information governance regarding storage and access.
  • The email inbox is not a workflow tool and cannot be easily shared with other workers to manage the multi-step process of review, profiling and notification. And there is no way to monitor that every item was properly processed, or even reviewed.
  • Scanned images create larger documents that may violate attachment and/or Inbox size limitations. Not to mention bloated message stores that create headaches for IT managers.
  • Email messages are a key attack vector for phishing attempts while email attachments are a significant source of malware. Building a mission-critical application on arguably the weakest link in the IT infrastructure would never be advised if starting from scratch.

Clients pay attention to this.  Year over year, the ACC survey of Chief Legal Officers show that the governance and management of their information is a top concern. Accordingly, law firms have invested heavily in document management systems (DMS) to store client information. The DMS has become the primary productivity and governance tool for firms to service clients and protect their information. Therefore, the DMS should be the delivery platform for scanned daily mail.

Lawyers and law firms storing documents outside of the DMS expose the firm and its clients to multiple layers of risk—financial, ethical, regulatory and security risks. Such exposure is magnified by a new scan-to-email delivery of legal mail to remote workers.

If 2020 has taught us anything, it is that our shift in operations to include a home workforce is not temporary. Therefore, law firms need something better than the patched together scan-to-email process established earlier this year.

Forced to use existing copier-based technology, law firms are jamming mission-critical mail delivery through a system designed for ad hoc use where scanning occurs one document at a time. Quality checks are difficult and unstructured, evidenced by the fact that scanned mail is still retained in makeshift filing boxes, or delivered to empty desks for later pickup and review.

If the firm’s existing scanning system and email platform is not well suited to take on this important application, what does a modern, compliant mailroom operation look like?

The modern mailroom is a digital operation, comprised of software, process and clerical workers. The operation is founded on productivity, security and reliability. Software and process enables current clerical staff to work efficiently and with minimal training. They scan, QC, and securely deliver daily mail as searchable PDFs to a legal practitioner’s daily mail folder in the DMS, e.g. iManage or NetDocuments. Digital mail delivered into the DMS should accommodate the options of delivering to attorneys, their assistants, profiling staff, or even directly into the matter when teams are sharing work.

Mailroom software should make DMS deliveries using existing secure methods, but not require mailroom operators to have DMS logins. Nor should mailroom operators need to learn complex profiling procedures, or unique and changing delivery preferences and notifications for mail recipients. The solution must support batching of work – such as profiling, stack scanning, and QC checking. It should enable scanning with in-place multi-function copiers or scanners, without adding hardware, software, or requiring complex or error-prone keystroking while standing at an office machine.

To provide operational integrity, firms will also need automated quality controls for the process, a remote help desk and reporting.

The good news is that a digital mailroom, run optimally, now routinely digitizes the biggest remaining flow of inbound paper documents – daily mail. The better news is that longstanding Paper2Digital® initiatives will now accelerate, without the pushback from attorneys who insist on paper files. A digital mailroom now becomes the driver towards a conclusive Paper2Digital® transformation.

About the Author
In his role as VP of Customer Success, David Guilbault provides strategic vision and management for the Customer Success program and the Consulting Practice. Dave is a U.S. patent holder with a degree in Computer Science from the University of Southern Maine with more than two decades of experience in document solutions.

David Guilbault, VP of Customer Success

David Guilbault

19 08, 2019

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

2021-04-28T15:43:06-07:00August 19th, 2019|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

2019-07-31T19:13:56-07:00February 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.

[pdf-embedder url=”https://www.docsolid.com/wp-content/uploads/2018/03/DocSolid-NetDocuments-Provide-Secure-Document-Storage.pdf”]

16 10, 2017

Digitized Documents Prevent Reckless Record-Keeping

2018-05-23T23:29:42-07:00October 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

2017-06-16T06:30:39-07:00June 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

2018-06-27T23:12:02-07:00April 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.

[pdf-embedder url=”https://www.docsolid.com/wp-content/uploads/2018/03/Paper-Workflow-Solution-For-Paperless-Law-Firms.pdf”]

13 04, 2017

ROI of Going Digital at Lindquist & Vennum

2018-06-27T23:13:28-07:00April 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.

[pdf-embedder url=”https://www.docsolid.com/wp-content/uploads/2018/03/Paper-To-Digital-KwikTag-Legal.pdf”]

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