White Papers and Articles

13 07, 2015

Paper2Digital Law Firm Master Plan White Paper

2021-08-04T15:36:06-07:00July 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

1 10, 2014

ILTA 2020 Peer to Peer Issue Features Scan v Store Study

2018-07-11T17:05:01-07:00October 1st, 2014|White Papers and Articles|

ILTA’s 2020 Peer to Peer issue featured an excerpt from Scan v Store White Paper.

[pdf-embedder url=”https://www.docsolid.com/wp-content/uploads/2014/10/Scan-v-Store-whitepaper-exerpt-peertopeerlaw2020.pdf” title=”Scan v Store whitepaper exerpt – peertopeerlaw2020″]

 

[pdf-embedder url=”https://www.docsolid.com/wp-content/uploads/2014/01/Scan-v-Store-White-Paper-v-1.pdf” title=”Scan v Store White Paper v 1″]

16 08, 2013

How to Start Your Enterprise Scanning Project – Scanbition Frameworks

2018-06-28T00:40:35-07:00August 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?

[pdf-embedder url=”https://www.docsolid.com/wp-content/uploads/2018/03/Start-Your-Enterprise-Document-Scanning-System-Project.pdf”]

9 05, 2011

Accounting Today: Smarter Scanning

2019-10-21T16:55:23-07:00May 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

2021-11-01T12:07:43-07:00March 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…)

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