As hybrid office planning continues to evolve in the majority of law firms across the country, firms can no longer rely on the typical scan-to-email approach. This cobbled together method of daily mail delivery is inefficient and it creates cybersecurity liability for the firm. This is where the Airmail2 Digital Mailroom comes in.

DocSolid’s Airmail2 Digital Mailroom completely transforms a law firm’s paper centric mail into a secure, efficient digital operation. Airmail2 is setting the standard as a best practice for law firm digital mailrooms because of how well it facilitates hybrid work. Legal mail items contain client information that is confidential and time sensitive. Therefore, the methods for processing the daily mail digitally must incorporate the same standards applied for all client data at the firm.

The Airmail2 Digital Mailroom was engineered from the ground up to solve the security and compliance requirements of law firms with direct digital delivery of daily mail fully integrated into the firm’s document management system (DMS). Sensitive information is protected and governed by DMS best practices consistent with the firm’s information governance policy.

To upgrade a law firm mailroom with a best-practice digital mailroom solution such as Airmail2, the firm’s stakeholders must gain an appreciation for the distinct differences and advantages of implementing a new digital mailroom operation. This information should help leaders understand the business case as it relates to their law firm. After that, DocSolid can be called upon to help define the scope of a project including requirements, objectives and budget requirements.

In order to upgrade your mailroom to a best-practice digital mailroom, it is important to understand a few of the fundamental differences and advantages:

Security and Information Governance

Law firms are quite often driven by security and information governance concerns. Legal mail items contain sensitive client information. The typical scan-to-email approach that most law firms have in place today involve a variety of security risks that put the firm and their client’s sensitive information at risk. A best-practice digital mailroom operation delivers the mail directly into the law firm’s DMS where confidential client information is properly secured and governed.

Cost Reduction and Efficiency
Recognize the amount of labor, quantified in people and dollars terms, that is consumed by continuing to support makeshift scan-to-email methods. A best-practice digital mailroom is labor efficient with batch work so that it requires fewer mailroom clerical staff, reducing the cost to operate it. Stop the wasteful mail handling time currently in the hands of attorneys and legal assistants who do not have time to be distracted by the redundant delivery of paper mail.

Overall Business Process Improvement
Mailrooms are scanning daily mail because some of that mail belongs in the DMS. But how do you know that ever even happened? A best-practice digital mailroom closes the loop on business process because it is a comprehensive end-to-end solution for getting mail into the DMS. It accomplishes this seamlessly with built-in quality controls, automatic email notifications and operator alerts. And one more thing… The process is faster too. Speed wins.

Attorney / Employee Experience

A best practice digital mailroom achieves an attorney-focused experience that does not require employees to change the ways they work. For mail recipients, it is a reliable daily routine, no matter where they may be physically working on any given day. Everyone appreciates the consistent experience you get with Airmail2 automated notifications and the option of communicating back to the mailroom. It is ideal for workers to have a few things that they can rely on operating the same way every day. The importance of this is greater than ever with hybrid work. The daily mail is a fundamental physical office function that is essential for law firms.

Productivity

Labor is a one of the biggest considerations when deciding to budget for a new Digital Mailroom system. Ongoing labor costs are going to cost more than the purchase price of the software.

With scan-to-email, or even the old convention of physical mail distribution, operational labor costs add up quickly. This tends to be overlooked, but it becomes easy to see how these costs add up when the operational labor is taken into consideration for everyone that plays a part in supporting the mailroom operation. Contributing to the cost of a digital mailroom operation, consider the following:

• Mailroom labor
• Mail recipients labor
• Quality control work
• Physical paper mail delivery & disposition
• Help desk, administration, IT involvement, supervision

The redundancy caused by a scan-to-email approach leads to additional labor costs that are avoided with a digital mailroom solution like Airmail2. Scanned mail has to be scanned and emailed to recipients, but in most instances, the mail is also physically delivered as well. This becomes double the amount of work for the mailroom staff, but it also adds work for recipients as they have to reconcile both the digital and physical documents while also creating the work of disposing of the physical mail once they are done with it.

Conclusion

The overhead costs of maintaining an inefficient mailroom operation alone makes a best practice digital mailroom operation a fiscally responsible decision for a law firm. Scan-to-email is bleeding money from the firm each day it is kept in place, while the cybersecurity risks are akin to playing Russian Roulette with confidential client information. It’s impossible to align daily mail delivery with the hybrid work variability of each employee in every office location… Unless you adopt a best practice solution.

Next Steps

• Contact us to request a copy of the complete Airmail2 Advantages Checklist.
• Book a demonstration to learn how you can design a Digital Mailroom with Airmail2.

Remember when document management systems were implemented as a way to maintain versions of a document?  With the advent of PCs, WordPerfect, and a server to store documents on – version control was something that law firms could quickly lose control of.   Document management systems became the way to manage the authoring process – and a big upside was the ease of sharing documents.

Of course, along with the sharing of documents came the issue of over-sharing, or managing ethical walls between clients and attorneys.  This fostered the invention of ethical wall solutions which helped automate managing document sharing and access.

Today, document management systems are responsible for much more than ethical wall security.  Evolving legal requirements surrounding client confidentiality and data privacy concerns are among the risks forcing law firms to re-evaluate their technology infrastructure and policies for securing client matter information subject to an ethical wall.[1]…

This is why the document management system is the technology of choice for 98% of all law firms to protect and govern sensitive client information.

When scanned mail items are trafficked outside of the DMS, a firm cannot secure or govern information nor place it behind proper ethical walls to avoid conflicts. So how could we go wrong?

 Don’t Forget the Daily Mail

The notion of scanning paper and securing the scan within the DMS seems to have been forgotten regarding daily mail, but the concerns of conflicts and need for ethical walls reside here as well.  Legal mail items contain sensitive client information. At the onset of the pandemic, most law firms cobbled together a quick fix in scan-to-email, but this method involves a variety of security risks that put law firms – and their client’s sensitive information — at risk.

Scan-to-email solutions mean vital documents are left drifting through cyber-space, often left in email inboxes or perhaps an email folder – without the security of the DMS. The solution: a best practice Digital Mailroom operation.

A best practice digital mailroom operation is the answer because it delivers documents not as email attachments but directly into the firm’s DMS where sensitive client information can be properly secured and governed — completely negating the risks created through scan-to-email. A digital mailroom utilizes intelligent, asynchronous processes to enable clerical operators to work efficiently and securely.

Not only can a best practice Digital Mailroom be created, but they already have been. DocSolid’s Airmail2 Digital Mailroom completely transforms the law firm’s paper centric mail into a secure and efficient digital operation that enables the hybrid work environment.

With Airmail2, skilled mailroom staff (those that can accurately determine appropriate client-matter-folder) can profile scanned mail items directly to the DMS.  This is accomplished without the need to provide direct access to the DMS (which should be reserved only for qualified legal staff and attorneys).  The benefit of this approach is the shift of the profiling step from legal staff or attorneys to the mailroom team.  Airmail2 also supports profiling scanned mail items by recipient (easily determined by addressing information on the mail item)  – a method that is deployed to mailroom staff who are less skilled.

The scan-to-email solutions firms conjured as a response to the pandemic were only designed as a stop gap and never intended for long-term use. The hybrid legal workplace is here to say. Airmail2 Digital Mailroom enables productive, secure delivery of daily mail directly into the DMS. Learn more about the Airmail2 and how to transform your law firm’s mailroom and institute best practice principles for security and governance in our latest white paper here.

[1] https://inoutsource.com/ethical-walls-and-confidentiality-screens-not-just-for-conflicts/ )

Every day, new paper arrives in law firms in the form of documents delivered by UPS, USPS, or FedEx. Before the pandemic, it was custom to sort and deliver this new paper to the desks of folks responsible for its disposition. That all changed when the pandemic sent us home.  Suddenly, the daily mail was in the office, and we were at home.

Mail There and I’m Here

Firms innovated various workflows to bridge the gap. Email was a popular solution, although fraught with risks and efficiencies. Another solution was to continue delivering paper mail items to vacant desks.  Folks would then commute to the office on occasion to review the mail and send it to the appropriate “storage location” for safe keeping or disposal (the shred bin, the working file at home, or perhaps the file room).  Each “location” represented a separate workflow. Of course, another popular solution was to simply scan the inbound mail and send as an attachment to its recipients.

DocSolid took this as an opportunity to innovate.  We developed a Digital Mailroom solution which delivers daily mail directly to the DMS with email simply used to notify recipients of new mail. These notifications were sort of like hearing the rattle of the mail slot at the front door.

But the problem of the mail and the recipient being in different places still needed to be solved along with the concurrent problem of routing the paper version of the mail items to their appropriate “storage locations.”

The Hub Bub

The team at DocSolid went to work on how to “bridge the gap” between the location of the mail – which still arrives at the office – and the recipient who is working at home who needs to get the mail to the appropriate storage location, whether that is the file room or the document management system.

Bridging the gap meant giving the recipient a way to control the workflow of the paper mail even after it was digitized. The answer: the Hub.

The email “notification” sent by the DocSolid Daily Mail system includes access to a “Hub” which allows the mail recipient to communicate with the mailroom team back in the office where the physical mail resides.

The recipient can send messages to the office team that offer instructions on how to handle the paper mail items. Choices like “discard” or “hold for filing” guide the mailroom team on handling the paper mail. It’s simple and intuitive and helps resolve these 3 common user questions quickly and seamlessly:

#1 – When do I know I have mail to look at?  The Airmail2 system uses email but only when it’s efficient to do so.  It is very efficient to send an email (a notification) to a mail recipient letting them know they have mail (yes, “you’ve got mail”).  The recipient doesn’t need to check for new mail – they’re notified when it arrives.

#2 – How does the recipient “route” the physical paper?  The mailroom back in the office is busy scanning paper mail. The recipient is at home and is notified of new mail – and can examine it in the DMS.  But how does the recipient let the mail room know where to dispose of the mail?  It could be a request to “place on desk” or “forward to records” or “shred” (yes – shred … for the intrepid). The ability to provide this disposition instruction is built into the Airmail2 Hub.

#3 – How does my colleague know about new mail?  The Airmail2 solution supports “pairings” – matching other folks with the mail recipient so that all appropriate folks are notified of new incoming mail. This is managed by the Airmail2 system which can update pairings as they change (for reassignments, vacations, etc.).

The data from Cushman & Wakefield’s latest report, “Office of the Future Revisited: Three New Realities Shaping Hybrid Workplace Strategies,” suggests that almost half (40%) of the workforce will choose to remain in remote positions for the foreseeable future. If this is true, then law firms need a digital mailroom and digital records room operation that is secure, efficient, and reflects the needs for this new way of life.

Cushman & Wakefield’s report analyzes three new realities:

• Office Space is Still in Demand
• Hybrid is Here to Stay
• Role of the Office has Changed

The data behind of each of these realities has drastic implications for law firms and organizations creating their office workplace strategies moving forward.

As firms begin to create their return to office strategies, it is important to factor in how the data of these realities will impact law firm security, efficiency, and attorney productivity.

Reality One: Office Space is Still in Demand

Demand for office space is finally returning for much of the world—and it is being driven by job creation. The world is seeing employment return to the levels it was before the onset of the pandemic. This accelerated growth is pushing more companies to feel the need to return to office or offer their employees the option to return to pre-pandemic office life.

Reality Two: Hybrid is Here to Stay

As organizations and firms create their return to office strategy, one thing is becoming clear: It is time to embrace hybrid. Instead of forcing attorneys and staff back into the office, firm and office leaders must cultivate a common understanding that will optimize employee experience for the limited time that staff is working in-house.

Reality 3: The Role of the Office has Changed

As the office becomes a less permanent staple in the lives of employees, the role of the physical office continues to evolve. Most organizations believe the office is now a place that can cultivate and build culture which can be used to inspire creativity and innovation. With that being said, this shift in mind set, coupled with the realization that hybrid is here to stay, is deemphasizing individuals and their dedicated desks. Instead, offices are focusing more on collaborative spaces and desk sharing.

The Normal Now^TM

While these three realities are distinct, they are not all exclusive of one another. All three affirm that the workforce will dictate the next steps for law firms and organizations. While the workforce retains the leverage, hybrid is here to stay according to the data in Cushman and Wakefield’s report.

At the time of the report’s release, there are over 11 million job openings coupled with a 3.6% unemployment rate. The demand to fill roles has provided workers with the leverage to demand workplace flexibility like a hybrid schedule or work from home.

As of the last quarter of 2021 nearly half (40%) of the workforce indicated that they would prefer to never work full-time in office. One fifth of the workforce indicated that they would be open to a hybrid option. With 40% of the workforce stating that they would prefer to never work in office full-time. It is imperative for firms and organizations to create a hybrid workplace strategy that works well for employees and operationally.

A Best Practice Digital Mailroom and Records Room for a Hybrid Workforce

As attorneys and staff change the way they work, the delivery of client mail and requests for physical matter files must change as well. Scan-to-email work arounds that were put in place when the workforce first went remote were only tolerable as stop-gap emergency measures because they present real security risks.

Daily mail is mission critical because it contains client information that is confidential and time sensitive. Attorneys and staff working from home need a reliable, secure method for digital delivery. A daily mail process that relies on the conventional scan-to-email approach is not secure because it was never designed for this purpose.

A best practice digital mailroom operation delivers mail directly into the document management system (DMS) where sensitive client information is kept secure and governed according to firm policy. A best practice digital records room is similar, building a digitization project for scanning large volumes of paper records and storing them in the DMS.

Security is just one of many reasons why law firms need to design a digital mailroom. It is also essential to keep attorneys and staff productive, no matter where they choose to work.

Airmail2 Digital Mailroom and Digital Records Room are direct-to-DMS solutions with certified integrations for iManage and NetDocuments. Transform your firm’s paper-based mailroom and records room functions into streamlined, digital operations with a flexible design that supports work-from-home, hybrid, and return-to-office strategies.

Read the full report by Cushman & Wakefield Here