Michael Herzog2025-02-06T17:56:37-07:00February 6th, 2025|Featured, Paper2Digital Blog|
In this episode, we summarize the key points and research results in the 2024 Information Governance Report published by Mattern Associates, referenced here with permission from the author. Please contact us to request the report.
Michael Herzog2025-03-24T09:00:59-07:00December 12th, 2024|Paper2Digital Blog|
Michael Herzog2025-02-20T12:25:49-07:00August 25th, 2024|Paper2Digital Blog|
DocSolid’s Airmail2 Cloud
Takes Flight
From the Flight Plan to SOC2
DocSolid introduced the Airmail2 Cloud Digital Mailroom and Digital Records Room solutions in 2024 with integrations to cloud-based document management systems like iManage, NetDocuments, Microsoft OneDrive and SharePoint. Our patented batch scanning with barcode labels has gone through several generations of technology advancements over the past ten years, but provisioning it in a cloud SaaS platform presented a whole new level of challenges and requirements for us. It not only changed the product, but it also changed our company. These changes include new technologies, more security and reinventing our deployment model. Here is a recap of our 18 month journey bringing Airmail2 Cloud to market.
The Hybrid Workplace in 2024
Airmail2 was originally introduced in 2020 as a software solution installed on premises. It was a timely pivot for DocSolid, anticipating the sea change of remote work commonly described as the hybrid workplace. In general terms, hybrid work refers to employees working 2 or 3 days per week in the office and working from home the other days.
According to research, more than half of law firm employees surveyed confirm that their firm has established a policy that requires lawyers to come in at least three days per week. 85% report a requirement of less than four days per week. Regarding the flexibility of this requirement, 64% report that the overall policy is flexible, allowing staff to largely choose which days they are in the office.1
Hybrid work, particularly in law firms, requires employees to have access to information regardless of whether they are in their home office or downtown office.
Product Improvements
Airmail2 Cloud is deployed as a separate, private instance for each customer in the Microsoft Azure cloud, managed by DocSolid. This infrastructure tech stack provides network security and a modern approach to scalability with serverless Apps. Supporting multiple identity providers for SSO was also a requirement. A key technical challenge… Sorting out how scanned documents will be transferred securely into a customer’s Airmail2 Cloud private storage, originating from the existing scanning hardware back down on the ground. This led us to engineer a new software component called the Azure Sender to securely transmit digitized documents from any networked scanning device. Data files are encrypted in transit and at rest, saved in the customer’s Airmail2 Cloud private storage.
Another innovation is DocSolid’s newest generation of Mailman image processing technology. On demand image processing is a new way of deploying Mailman engines in the cloud. If there is a significant increase in the amount of paper being scanned by a customer, they will always have the additional image processing power they need.
Company Improvements
Before launching the product and going to market, the company initiated a comprehensive audit process to assess the readiness of the product, our business policies and operations in accordance with the AICPA (American Institute of Certified Public Accountants) SOC2 (System and Organization Controls). A widely accepted security framework, the SOC2 Type2 attestation confirms a SaaS vendor’s product and operations meet the association’s standards. The core of this standard involves five Trust Services Criteria (TSC); security, privacy, confidentiality, processing integrity, and availability. DocSolid achieved our SOC2 Type2 attestation for Airmail2 Cloud July 4, 2024.
Project Improvements
Another improvement as DocSolid transformed into a SaaS vendor is the Airmail2 Flight Plan.™ The name is derived from our “airmail theme” because it is a superb metaphor for project leadership at DocSolid. In aviation, the flight plan documents where the pilot and crew originated from, their destination, timing, fuel, weather and other specifications. The Airmail2 Cloud Flight Plan™ is a reference guide for each customer, documenting how their system is configured including workflows and settings. It is also a resource to propel adoption and achieve desired business outcomes.
As you might expect, deploying Airmail2 Cloud takes less time than an on premises installation and it simplifies the project for our customers.
Airmail2 Cloud Project Timeline
Conclusion
In 18 months, Airmail2 Cloud was built, tested and independently audited. Since then, we have onboarded our first new customers. Existing DocSolid customers are now switching from older on prem installations to Airmail2 Cloud.
Welcome aboard Airmail2 Cloud with new departures daily. Enjoy your flight with us.
SOURCE
1. 2024 Law Firm Office Attendance Policies Report, Thomson Reuters Institute https://www.thomsonreuters.com/en-us/posts/legal/law-firm-office-attendance-policies-report-2024/
Michael Herzog2023-09-22T11:41:30-07:00May 5th, 2023|Paper2Digital Blog|
Chief Information Security Officers in Law Firms Face Hybrid Security Challenges
Many law firms have shifted towards a hybrid work model, where employees alternate between working from home and working at their law office. While this model has provided greater flexibility, it has also presented significant challenges for Chief Information Security Officers, CISO in these firms.
Law firms have always been a prime target for cybercriminals due to the sensitive and confidential nature of the data they hold. The shift towards hybrid work has only made things more complicated for CISOs, who must now contend with a distributed workforce, varied devices, and continual risks from email phishing. In this article, we will discuss the challenges facing CISOs in law firms due to hybrid work and how they can mitigate these risks.
Remote Workforce
With employees working from different locations, it becomes more difficult for CISOs to maintain a secure environment. Home networks are typically less secure than office networks, and employees may be using personal devices that are not adequately secured. This can make it easier for cybercriminals to gain access to the firm’s network and steal sensitive data.
To mitigate this risk, CISOs must implement strict security protocols for remote workers. This includes ensuring that all devices are up to date with the latest security patches, enforcing strong password policies, and providing employees with secure VPN access to the firm’s network.
Increased Cyber Attacks
Cybercriminals have been taking advantage of the pandemic to launch more sophisticated and targeted attacks. With law firms holding sensitive data, they are an attractive target for cybercriminals looking to steal confidential information, commit fraud, or launch ransomware attacks. Email phishing continues to be one of the greatest ongoing cybersecurity threats.
To mitigate this risk, CISOs must implement robust security measures, including multi-factor authentication, intrusion detection, and threat intelligence. They should also conduct regular security assessments and penetration testing to identify vulnerabilities in their systems and networks.
Cloud Security
With the shift towards hybrid work, many law firms have moved their operations to the cloud, making it easier for employees to access data from different locations. While this has provided greater flexibility, it has also created new security challenges, as data stored in the cloud is at risk from cyber attack.
To mitigate this risk, CISOs must implement strict access controls and monitor employee activities closely. They should also encrypt all data stored in the cloud and implement robust backup and disaster recovery procedures.
Mailroom Risk
There is a security problem in the mailroom that deserves a sense of urgency.
In a scanning mailroom, the typical scan-to-email-PDF approach puts the firm’s client information at risk and undermines information governance. Airmail2 solves this problem because it eliminates unnamed PDF attachments and delivers legal mail securely using integrations with a document repository like iManage, iManage Cloud, NetDocuments or OpenText eDOCS. Airmail2 also integrates with Microsoft OneDrive and Google Drive.
This is an important cybersecurity consideration for law firms because email is the most frequent source from where cybersecurity incidents originate. Watch the 2-min. explainer video to learn more.
Conclusion
The shift towards hybrid work has presented significant challenges for CISOs in law firms, as they must contend with a distributed workforce, varied devices, and the increased risk of insider threats. To mitigate these risks, CISOs must implement strict security protocols, monitor employee activities closely, and conduct regular security assessments to identify vulnerabilities in their systems and networks. With the right approach, law firms can maintain a secure work environment and protect their sensitive data from cyber attacks.
Michael Herzog2023-09-08T11:20:33-07:00August 21st, 2023|Paper2Digital Blog|
No later than June 30, 2024, all permanent records in Federal agencies must be managed electronically to the fullest extent possible for eventual transfer and accessioning by the National Archives and Records Administration – NARA.
Starting on July 1, 2024, agencies will be required to digitize permanent records created in analog formats before transfer to NARA. Digitization and transfer must be made in accordance with NARA regulations and transfer guidance, including metadata requirements.
The National Archives and Records Administration (NARA) recently published the final rule for digitizing permanent federal records. This new rule, known as 36 CFR § 1236 Subpart E, became effective June 5, 2023. The federal government is undergoing a digital transformation and this new rule is a significant step towards achieving that goal.
As a part of this initiative, NARA and the Office of Management and Budget (OMB) issued two crucial memorandums, M-19-21 (Jun-28, 2019) and M-23-07 (Dec-23, 2022). These memos highlight the importance of modernizing and transitioning to digital processes and workflows in the federal government to enhance efficiency, transparency, and accountability.
In line with these memorandums, NARA added the new Subpart E to its records management regulations to provide standards for digitizing permanent records. The goal is to enable federal agencies to dispose of source records when appropriate and according to the Federal Records Act amendments of 2014. This is an important step towards achieving the government’s goal of digital transformation.
SOURCES:
https://records-express.blogs.archives.gov/2023/05/15/new-rule-for-digitizing-records-what-you-need-to-know
https://www.ecfr.gov/current/title-36/chapter-XII/subchapter-B/part-1236
Michael Herzog2023-09-18T10:57:45-07:00July 24th, 2023|Copy+Paste Template, Resources|
SUBJECT LINE: Kick-off our new Airmail2 Digital Records Solution
MESSAGE CONTENT:
In collaboration with the team at DocSolid, we are pleased to announce the launch of our new Airmail2 Digital Records Room solution.
Game-Changer for Records
Digitizing paper records helps our attorneys and staff stay productive while allowing them to work securely from anywhere.
Airmail2 Overview
These are just a few highlights to introduce you to our new Digital Records Room. More details will follow.
– Buckminster Fuller
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Michael Herzog2023-09-15T14:12:47-07:00July 11th, 2023|Copy+Paste Template, Resources|
SUBJECT LINE: Productivity Tip – Airmail2 Digital Records Room
Check the first and last page, and only thumb through the middle.QC is looking for 95+ % accuracy with lightning speed. This is accomplished by comparing the first page and last page of the physical document to be verified. The QC operator can quickly scroll through the page thumbnails until reaching the last page of the document to verify it. While doing this, they are looking for pages that are too light, too dark, partially scanned or oriented wrong.
“Our experience over the years confirms this method achieves the desired result of catching scan errors with a minimal amount of time spent on each document.”
– Eric Lynn, Paper2Digital® Consultant.
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Michael Herzog2023-09-15T13:15:14-07:00July 14th, 2023|Copy+Paste Template, Resources|
SUBJECT LINE: Success Story – Airmail2 Digital Records Room
Customer SuccessAirmail2 is about enabling more productive batch work and keeping the physical work of scanning in a routine where a group of items are all done together in the same step.
To extend this further, one of DocSolid’s customers leveraged family members of their employees for summer help to get a large part of a backfile project done. They identified a large group of closed or closing matters that had to be scanned. First, they labeled all the boxes and came up with a naming convention based on what was already in the Records Management System. For 8 weeks during the summer, college age and high school seniors related to the firm’s employees were trained to profile, scan and QC the boxes of records. The result? With about a dozen of those temp staffers, the team digitized over a million pages of paper records. One big ‘batch’ of work increased productivity, improved office space utilization and reduced risk for the firm… With zero time taken away from the firm’s full-time employees.
– Charles Mingus
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Michael Herzog2023-09-18T11:02:33-07:00July 14th, 2023|Copy+Paste Template, Resources|
SUBJECT LINE: Change for the better with Airmail2
Best PracticesFor Records Managers, the requirements are to clear the clutter and capture the true documents as early as possible in the digital matter file. The requirement to retain a physical document are rare, (wet signatures, regulatory compliance, etc.). Once-and-done is the name of the game for records and retention compliance. Good policies enable post-scan shredding to be done confidently on a consistent regimen. With Airmail2 quality controls, Information Governance (IG) staff can focus on efficiency.
Optimizing a Digital Mailroom
Requirements include the ability to direct scanned documents to the intended destination folder in the DMS. Define standards for profiling repetitive doc types to make users more efficient.
– Marissa Mayer
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Dylan Patterson2026-10-13T14:16:36-07:00October 13th, 2026|Featured, Press Releases|
Element will offer DocSolid’s Airmail2® Cloud as the paper-to-digital on-ramp for firms running NetDocuments
FOR IMMEDIATE RELEASE
Phoenix, AZ — October 14, 2026 –
DocSolid, the leader in cloud-based digitization solutions for law firms, and Element Technologies (Element), a managed IT and legal technology services firm dedicated to law firms and corporate legal departments, today announced a partnership to help firms modernize their document management systems (DMS) without leaving paper behind. Through the partnership, Element will offer DocSolid’s Airmail2® Cloud to the firms it serves, turning inbound mail and paper documents into secure, governed digital records filed straight into NetDocuments.
Law firms have moved their document management to the cloud, but paper hasn’t stopped arriving. Inbound mail, courier deliveries, and client documents still show up at the front desk, in practice-group mailrooms, and in attorneys’ remote offices. When there is no governed way to digitize that paper and file it to the right matter, documents live outside the system of record, workflows slow down, and the value of a cloud DMS investment is only partly realized.
The DocSolid-Element partnership closes that gap. Element brings deep legal technology and document management expertise, including implementing NetDocuments for law firms, and DocSolid’s Airmail2 Cloud captures paper wherever it shows up and delivers it into NetDocuments as governed, searchable digital records. For firms, it means a single trusted partner can plan the DMS rollout and the digital mailroom together, rather than treating paper as an afterthought.
“Airmail2 Cloud is the paper-to-digital on-ramp to the DMS. We capture paper wherever it shows up and put it where it belongs,” said Steve Irons, Founder and President of DocSolid. “Element is the partner law firms trust most often to get NetDocuments right, which makes them a natural fit. When a firm is modernizing its DMS, that is exactly the moment to solve the related paper problem, and now Element can deliver both.”
Built on Microsoft Azure with SOC 2 Type 2 compliance, DocSolid’s Airmail2 Cloud integrates with leading cloud DMS platforms including NetDocuments, iManage, and Microsoft SharePoint, with no on-premises IT burden for the firm.
Airmail2 Cloud is available now through Element. For more information, visit www.docsolid.com or www.ele-ment.com.
About DocSolid®
DocSolid is the leader in cloud-based digital mail and records management for law firms. The patented Airmail2® Cloud solutions integrate seamlessly with industry-leading document management systems including iManage, NetDocuments, and Microsoft SharePoint. Eliminate paper-based workflows, enhance security and compliance, and improve efficiency with cloud solutions purpose built for the hybrid workplace. Digitize, govern, and manage inbound mail and records with enterprise-grade security and zero on-premises IT burden. DocSolid and the Airmail2 Cloud solutions are SOC 2 compliant with a Type 2 attestation result. For more information, visit www.docsolid.com
About Element
Element Technologies, LLC, a New Charter company, is a managed IT services firm dedicated to law firms and corporate legal departments nationwide. Built for the practice of law and run like a modern technology firm, Element combines legal-industry experience with enterprise-grade infrastructure, cybersecurity, and legal technology, with services spanning managed IT and helpdesk, cybersecurity and compliance, legal tech and cloud, document management, and AI and automation. As part of New Charter Technologies, Element pairs the resources of a national platform with specialized, boutique attention. For more information, visit www.ele-ment.com
Media Contact:
Trish Nagy, Chief Strategy Officer
The Proxy Agency
270 West 11th Street 4c
New York, NY 10014
trish@proxyagency.com
Media Contact:
Trish Nagy, Chief Strategy Officer
The Proxy Agency
270 West 11th Street 4c
New York, NY 10014
trish@proxyagency.com
