18 01, 2021

Three Keys to Remodeling Your Digital Mailroom

2021-01-19T17:33:19-07:00 January 18th, 2021|Paper2Digital Blog|

Three Keys to Remodeling Your Digital Mailroom

Congratulations! You weathered the onslaught of the pandemic and transitioned to distributed work from home offices. That home office relocation is looking permanent for much of your workforce so it is time to harden the systems that make a work-from-home (WFH) law firm function. A digital mailroom is one such system. Using existing scan-to-email utilities at the outset of the pandemic is not an effective permanent solution for a law firm’s mail operation. It was never intended to be, but most legal practices are just beginning to reconsider how essential operations like daily mail will function with a distributed workforce. It is now time to remodel your digital mailroom into a permanent, effective operation.

Your firm isn’t going back to paper mail delivery distributed to desks in the city offices. That was a faulty, antiquated process anyway. Digital is better – you just need some finishing work to make it a reliable, secure operation. Your attorneys and staff need to stay productive anywhere they work. Legal technology professionals are now considering the daily mail operation as one of their firm’s greatest opportunities to improve. It’s time to make your digital mailroom a permanent fixture of your remodeled law firm.

Here are three keys to remodeling your digital mailroom:

  • Deliver legal mail to the document management system (DMS)
  • Embed quality controls, monitoring and reporting
  • Make the mailroom operation simple and efficient

Deliver legal mail to the DMS, not to email. Legal mail is mission critical and time-sensitive, and it contains confidential client information. Once mail items are scanned, the PDF files are destined for the DMS, their permanent home. It’s easy to set up daily mail folders for each DMS user, and when scanned mail items arrive, the DMS provides a Move function so that users (or support staff) can place the PDFs into the proper matter folder. Routing scanned legal mail items through the email system is inefficient, and it’s a multi-faceted security risk.  Using the email system to distribute scanned legal mail is not an acceptable long term solution.

Embed quality controls, monitoring and reporting in the digital mailroom solution. Perfectly scanned mail items delivered reliably each day to waiting attorneys – that’s the standard. Attorneys working at home don’t have nearby staff to fix errors or tweak process for them. The digital mailroom should have embedded software and process to ensure quality. Did every received mail item get scanned, with all pages and image quality checked, and the envelop scanned as a last page? Is the mailroom technology connected to a help desk to assist when needed? Can we run reports to track volumes and productivity, so that peak days, growth and operational efficiencies can be anticipated?

Make the mailroom operation simple and efficient. We hear many stories about how all sorts of exceptions and process variations were put in place to accommodate attorney requests when a firm first put a makeshift mail scanning operation in place. The result is spotty performance, jagged quality, and a high reliance on clerical staff memory and Post-it Note bulletins. A remodeled digital mailroom needs a best practice approach with software designed expressly for this operation, and repeatable workflows like scanning stacks. This reduces dependency on staff heroics and it establishes much needed reliability in the operation. It also enables repeatability across multiple law office locations, or a better path to mail centralization across offices… A game changer for law firms embracing distributed work.

There you go. Three keys to remodeling your digital mailroom, for the better future we’re starting to see. Of course, you will want a good contractor with the proper tools to do this remodeling job. That’s the unmatched expertise you get from DocSolid along with the Airmail2 software you need to create your Digital Mailroom.

Learn much more in this white paper
7 Reasons to Upgrade to a Digital Mailroom

2 12, 2020

How to Transform Mailroom Operations for Security, IG and Productivity

2020-12-28T08:49:47-07:00 December 2nd, 2020|Featured, 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

2020-11-25T21:09:20-07:00 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.

GET THE FULL STORY BELOW:

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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

2020-11-03T19:37:21-07:00 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

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

5 10, 2020

DocSolid® Airmail2® Selected as Digital Mailroom by Minneapolis Firm, Maslon LLP, for Direct Delivery of Daily Mail to NetDocuments

2020-12-28T08:29:36-07:00 October 5th, 2020|Press Releases|

“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 of Maslon

“Airmail2 is DocSolid’s comprehensive solution for the New Normal challenge – to securely, reliably and efficiently deliver legal documents to a distributed workforce and to socially distanced in-house teams. Maslon is overcoming these new workplace challenges with our digital mailroom, as well as our companion Paper2Digital solutions to digitize the file room and the broader legal practice.”

– Steve Irons, President of DocSolid

“NetDocuments works with our customers to establish efficiency and compliance for legal matters. Airmail2 from DocSolid is an innovative and timely digital mailroom solution to extend that strategy to the last major point of entry for legal paper documents, daily mail.”

– Bradlee Duncan, Director of Product Management at NetDocuments

DocSolid’s Airmail2 digital mailroom provides:

  • Scanned mail delivery to NetDocuments and other DMS systems
  • Mapped digital mail delivery to attorneys and legal assistants with automated notifications
  • Batched workflows for productive alignment with legal office staffing resources
  • DMS matter lookups when full profiling is required
  • Internet hosted or on-premise deployment
Digitize Daily Mail with Airmail2
Learn more. . .

30 09, 2020

Law Firm Scanned Mail Should Not be Delivered by Email

2020-12-28T08:46:23-07:00 September 30th, 2020|Paper2Digital Blog|

Also published on LegalTech News
Also published on LegalTech News
View on LegalTech News

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

29 09, 2020

Elevate 2020 Sponsor – Airmail2 Digital Mailroom for NetDocuments by DocSolid

2020-09-29T16:20:55-07:00 September 29th, 2020|Events and Conferences, Presentations and Webinars|

NetDocuments in partnership with DocSolid

NetDocuments Elevate 2020 Webinar Presentation

Mission

DocSolid is proud to be a partnering sponsor for NetDocuments Elevate 2020 Virtual Conference on Oct 6-7, 2020.

View our on-demand webinar for NetDocuments customers, Create a Digital Mailroom with Airmail2.

Sign-up to watch the instant replay webinar here:

https://www.docsolid.com/webinars/build-a-digital-mailroom-with-netdocuments-airmail2

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21 09, 2020

DocSolid Sponsors Iridium Technology (Re)union Virtual Summit

2020-09-21T18:50:43-07:00 September 21st, 2020|Events and Conferences, Presentations and Webinars|

Virtual Summit Replay Presentation

Mission

DocSolid is proud to be a partnering sponsor for Iridium Technology’s (Re)Union Virtual Summit on September 23-25, 2020.

Attendance at this virtual summit is reserved for Iridium Technology customers, but you are welcome to view the same presentation in our on-demand webinar, Create a Digital Mailroom with Airmail2.

Sign-up to watch the instant replay webinar here:

https://www.docsolid.com/webinars/airmail2-preview

DocSolid Webinar - Create a Digital Mailroom with Airmail2

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14 09, 2020

Stinson Deploys DocSolid® Airmail2® Digital Mailroom for Direct Delivery to iManage

2020-12-28T08:31:17-07:00 September 14th, 2020|Press Releases|

Digital Mailroom Direct Delivery to iManage Document Management System

DocSolid, the legal technology experts for enterprise scanning, workflow and paper reduction solutions, announces Am Law 200 firm Stinson LLP, has rolled out Airmail2, the digital mailroom solution designed specifically for law firms and the New Normal.  Stinson launched Airmail2 in its main office then deployed to its other US-based offices in less than two weeks.

Law firms with their workforce in home offices have specific, critical needs for digital delivery of legal mail. These needs for DMS integration, efficiency and security all persist when the New Normal workforce returns to the main office.

Airmail2 by DocSolid is engineered from the ground up to solve the productivity and compliance requirements of law firms by providing direct delivery of postal mail to the firm’s document management system (DMS), where sensitive information can be protected and governed by the DMS best practices.

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Digital Mailroom

Airmail2 Preview Video (3-minutes)

10 06, 2020

Webcast – Design a Digital Mailroom with Airmail2 for Daily Mail – Association of Legal Administrators

2020-06-10T19:56:28-07:00 June 10th, 2020|Presentations and Webinars|

Webcast

Wednesday June 17, 2020
2:00pm Eastern Time

Register for Webcast
Presenter

Steve Irons, CEO

Learn more about Airmail2 or sign-up for another live webinar, click the button below.

Learn More

DESCRIPTION:

A digital mailroom is now essential to keeping a legal practice productive. Learn how to build a digital mailroom by adding Airmail2 to your existing document management system. Paper2Digital delivery of daily mail and document requests is mission-critical for law firms because it keeps matter-related information secure according to a steadfast workflow the practice can rely upon.

LEARNING OBJECTIVES:

  • What did the work from home exodus teach us about paper document dependency?
  • Why is a digital mailroom necessary for our new normal?
  • How do you build a digital mailroom inside a legal practice?