White Papers and Articles

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19 05, 2016

3 Tips for the Right Scanning Solution to Close the Digital Gap

2018-06-27T23:31:18+00:00 May 19th, 2016|White Papers and Articles|

Firms must close the gap between digital and physical files in order to reduce paper management costs, meet information governance and security standards, and enable attorneys to be more mobile and productive. The right legal document management scanning solution is essential to this process.

However, too many firms are still paying for and using weak scanning software built into their equipment contracts rather than a strong, specialized solution that truly meets the needs.

In Legaltech News, DocSolid President Steve Irons weighs in with 3 essential tips for replacing your casual, copier-based scanning with a serious, enterprise solution. To read the article in Legaltech News, click here.

LegalTech 3 Tips For Scanning
1 03, 2016

4 Ways to Quickly Achieve a Digital Matter File: A Case Study

2018-06-27T23:40:29+00:00 March 1st, 2016|White Papers and Articles|

By Lynette Harris, Anderson, McPharlin & Conners, Legaltech News

When I joined the Los Angeles-based civil litigation defense firm Anderson McPharlin & Conners in 2012, I was committed to bring immediate, added value. The firm faced an office relocation in January 2015 and was assessing space utilization. The cost of storing records, both on and offsite, were specific targets. The firm needed to eventually eliminate both costs and find a paperless office solution. I believed that a digital initiative could address many of the firm’s challenges.

We were paying $1,500 per month in offsite records and that cost was continuously increasing. On the one hand, there was significant room for improving our management of sending boxes offsite. We had a retention schedule in place, but no one was managing it. The firm was also paying $1,200 per month for an onsite storage space that didn’t match our needs. I was tasked with eliminating records storage boxes as part of the relocation. I was faced with hundreds of boxes and no formal records management software.

I knew I wanted to move the firm to a paperless future. Doing so was a complex process. However, in retrospect, it came down to four simple steps.

4-Ways-Quickly-Master-Digital-Document-Storage

 

19 02, 2016

The Digital Official Matter File: Holy Grail or Business Mandate?

2018-06-27T23:43:58+00:00 February 19th, 2016|White Papers and Articles|

Clients want their law firms to use technology to improve efficiency, and they want the security and governance of their information to meet today’s business and cyber challenges. Attorneys want to manage a matter in a way that provides productivity and integrity.

A fully digital official matter file controlled by the document management system (DMS), is crucial to meet these client and attorney objectives. But, paper records are the boat anchor that keep this ship from sailing.

In the latest issue of Legal Management Magazine, DocSolid President Steve Irons weighs in on this and more, and outlines a practical approach for making the switch from Paper2Digital.

Going-Paperless-Office-With-Digital-Filing-System
13 07, 2015

ILTA Releases DocSolid’s Paper2Digital Master Plan for Law Firms

2018-06-27T23:53:51+00:00 July 13th, 2015|White Papers and Articles|

This ILTA white paper: Paper2Digital Master Plan outlines how law firms can move to a digital record management system.

Keeping paper records is a major expense, and a relentless cause of inefficiency and risk. About half of all attorneys still prefer to work with paper, so most law firms continue to accept the precedent of files, folders, boxes, file rooms, and offsite records storage. We need to fix this. We need a fully digital matter file. We need a plan to get there. This white paper provides guidance for that plan.

Paper-To-Digital-Master-Plan
13 07, 2015

Paper2Digital Law Firm Master Plan White Paper

2018-06-27T23:55:29+00:00 July 13th, 2015|White Papers and Articles|

This White Paper outlines a plan for a law firm’s Paper2Digital transformation. Keeping paper records is a major expense, and a relentless cause of inefficiency and risk. About half of all attorneys still prefer to work with paper, so most law firms continue to accept the precedent of files, folders, boxes, file rooms, and offsite records storage. We need to fix this. We need a fully digital matter file. We need a plan to get there. This whitepaper provides guidance for that plan.

Paper-To-Digital-Law-Firm-Master-Plan

 

16 08, 2013

How to Start Your Enterprise Scanning Project – Scanbition Frameworks

2018-06-28T00:40:35+00:00 August 16th, 2013|White Papers and Articles|

When a law firm determines it wants to get serious about going digital and finding a document scanning solution (the onset of Scanbition), it generally has an initial and a long term objective. For long-term objectives we hear aggressive ambitions to “go paperless” in the practice areas or “eliminate offsite records storage.” Initial objectives are more grounded in practicality, such as “start scanning closed matters instead of sending them offsite to records storage” or “start scanning all incoming paper for the IP Practice Group.” Scanbition Frameworks White Paper

“Start” is the key word. How do you start? How do you move from tedious, one-document-at-a-time scanning, to a document scanning solution for all paper? When the only scanning experience has been casual scanning at the copier, best practice enterprise scanning is a big leap forward. It must fit the culture, the workflow, and the operational future of the Firm. This requires a Plan, considering:

  • What are our specific goals for paper document scanning?
  • What volume of incoming paper will we need to address with this project?
  • How does the paper arrive and get managed as it heads to the scan capture workflow?
  • Who profiles the documents into the DMS? Who scans? Who QCs?
  • How do we identify and serve the range of scanning needs, firm wide?
  • How do we apply security, process integrity and QC to the overall job?
  • How do we intersect with and apply Records policies? How do we engage the Records staff?
  • Do we have physical records retirement policy? Do we shred? How? When?
  • What staffing, infrastructure and application resources are required?
  • Who owns this new operation?
  • How do we measure productivity, and most importantly, ROI?
Start-Your-Enterprise-Document-Scanning-System-Project
9 05, 2011

Accounting Today: Smarter Scanning

2019-10-21T16:55:23+00:00 May 9th, 2011|White Papers and Articles|

The Accounting Today article featuring our customer Horne LLP is now available online.  It is a five-page examination of different firms and the document management solutions they are using. A section of the article featuring DocSolid is included here.

Firm: Horne / Ridgeland, Miss.
Size: Approximately 500 people
Product: KwikTag (DocSolid Inc.)
Amount spent: Software – $25,000; annual maintenance – $4,000.
Commencement date: January 2007
On record: Business analyst Carlton Beamon

Challenge: Implement a scalable scanning solution that tightly integrated with Horne’s Enterprise Document Management system while providing centralized, full-text indexing of paper from any business unit in the firm. Consistency within processes is an ongoing strategic focus at Horne, so the solution had to be flexible enough to address the changing needs of any service area within the firm.

Process: Horne discovered DocSolid KwikTag through due diligence conducted by technology consultants iEnvision Technologies. There were a few products of interest, but the firm ultimately found thatDocSolid KwikTag best fit its needs. Horne chose KwikTag’s integrated add-in to the existing document management that software users were already accustomed to, so training is extremely simple.

“What it does is allow the user to initiate scan reservation placeholders within the context of the client engagement workspace [in the document management system],” according to Beamon. Using barcode labels tracked by KwikTag, users verify their next barcode, create a scan reservation in the workspace, and place the matching barcode on the paper document. At the scanner, users select a single firm-wide KwikTag scan destination and then scan. From there, KwikTag uses the barcodes to separate the documents and then produces a full-text searchable PDF that replaces the original scan reservations in the document management system.

Results: On average, 7,000 pages are scanned per day. Once the firm’s administrative and professional staff experienced what KwikTag could do to improve their daily workflow, they were all interested in using it. Staff levels from administrative support to partners use KwikTag everyday. Most do not even realize they are using a separate system because of the tight integration with the document management system.

KwikTag allows users to process large numbers of scan reservations that they have accumulated one at a time, or in large stacks. This has minimized trips to the scanner and time spent standing in front of the scanner. Professional staff appreciate the ability to maintain focus on engagement work at their desks, while still using KwikTag reservations throughout the day. Once they can find time to scan, they know all of the documents will go where they are supposed to. Also, everyone likes the fact that the barcode is redacted from the final document.

Other features users have come to rely on are the e-mail notifications that are sent immediately after documents have been received, and daily “Scan Not Received” notifications for staff that never got around to scanning.

Next steps: The firm’s technology team recognizes the superior value that a full-text searchable document holds over that of a scanned “picture” of a paper document. Many staff do not realize this key difference. Future plans at Horne are to use the KwikTag paper gateway to ensure that 100 percent of documents introduced via central network scanners are full-text searchable.

Postmark Scan is KwikTag Legal Rebranded

15 03, 2011

From Scanarchy™ to Best Practice Paper Capture

2018-11-17T17:08:40+00:00 March 15th, 2011|White Papers and Articles|

By Steve Irons, President of DocSolid

Scanarchy (noun, new):  1. The unmanaged scanning of paper documents across an organization, using isolated multi-function printers (MFPs) and scanners with disparate methods, and without established controls, security, or support.  2. A paper scanning free-for-all.

As in: Scanarchy reigns at most law firms today, because paper-laden knowledge workers have access to various scan devices, but they lack a uniform best practice to make this information management process simple, productive and secure. (more…)