22 02, 2021

DocSolid Announces “7 Reasons to Upgrade to a Digital Mailroom Operation” White Paper Now Available

Michael Herzog2021-02-23T08:09:19-07:00February 22nd, 2021|Press Releases|

DocSolid Announces “7 Reasons to Upgrade to a Digital Mailroom Operation” White Paper Now Available

PHOENIX, AZ – (February 23, 2021) – DocSolid, the legal technology experts for enterprise scanning, workflow and paper reduction solutions, announces the white paper, “7 Reasons to Upgrade to a Digital Mailroom Operation,” is now available. Complimentary access is provided here.

With a distributed workforce, law firms have specific, critical needs for digital delivery of legal mail, specifically DMS integration, efficiency, reliability and security. As the “New Normal: becomes the “Normal Now,” law firms must migrate to sustainable, digital solutions.

Airmail2 by DocSolid is engineered from the ground up to solve the productivity and information security 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.

The industry white paper, “7 Reasons to Upgrade to a Digital Mailroom Operation,” highlights include:

Requirements for Digital Mailroom Operation
Scan to Email Won’t Cut It
Assess the Current Mailroom Operation

Download the white paper here.

Airmail2 by DocSolid enables clerical operators with minimal training and without login access to the DMS to scan, QC, and directly deliver postal mail in electronic form to the firm’s DMS of choice. DocSolid’s Airmail2 Digital Mailroom provides:

Learn More

DocSolid Postmark Stamp Dispenser for Airmail2 Digital Mailroom

Self-adhesive barcoded Postmark stamps offer a familiar postal mail metaphor to simplify the work and enable scanning stacks of mail all at once.
Supplied in 100 ct. rolls.

Scanned mail delivery to iManage and other DMS systems
DMS matter lookups when full profiling is required
Mapped mail delivery to attorneys and legal assistants with automated notifications
Batch workflows for productive alignment with legal office staffing resources
Internet hosted or on-premise deployment

“As law firms transition from crisis management to long-term solutions for the Normal Now, a crafted Digital Mailroom is essential. Inbound legal mail needs to get in the DMS, not the email system where it is delayed and exposed. We’re pleased to offer this guide to the industry to help them with this critical transformation,” said Steve Irons, CEO of DocSolid.

FULL PRESS RELEASE

https://www.docsolid.com/wp-content/uploads/2021/02/Press-Release-DocSolid-White-Paper-FINAL.pdf

1 02, 2021

Makeshift Mail Scanning – A Fire Drill on the Verge of a Train Wreck?

Michael Herzog2021-02-01T11:22:02-07:00February 1st, 2021|Paper2Digital Blog|

Law firms were forced to develop new habits to handle work during the pandemic. Physical mail delivery is no exception. Some solutions were carefully thought out, but like many problems solved at the start of the ‘stay at home’ orders, many are still running in the same way as when they got cobbled together as an emergency response. Just for fun let’s take a look at some of the fire drill mail delivery routines we have come across that were hurriedly put in place.

Our point, of course, is to shed light on the fact that your law firm cannot keep operating in emergency response mode when it comes to processing mail. The daily mail is essential to a law firm because much of it is matter related and response times often have absolute due dates. For law firms operating with a distributed workforce, all those paper records arriving at the main office create bottlenecks that slow productivity and create other inefficiencies.

Multi-national Law Firm 1. Dropping scanned mail to a folder on the network – quick and dirty right? Well those of us in IG have been battling unstructured file share repositories for years, yet here is another one! First there is no way to notify you when you specifically receive new mail, so all the employees in the firm have to be notified at once when the mail scanning work is completed. This means, you get notified via email every day, whether you have new mail that requires your attention, or not. Important mail gets processed out of these folders – maybe making it into the DMS where it ultimately belongs- and some legal assistants are good at doing duplicate file clean up, but it is basically a redundant repository accumulating matter related documents on a regular basis as it competes with the intended official repository for matter files in the document management system.

US AMLAW 200 Law Firm 2. This stuff is important! Let’s get executives involved. Everyone was safely sent to work at home or furloughed, but after several important client mailings and invoices were missed, something had to be done quickly. Emergency commandment: hire couriers to deliver the postal mail to the senior managers at home. Executives sorting firm mail in their kitchens! A new job skill for law firm executives. If the courier logistics were not enough, the sorted mail gets couriered again, or may be scanned at home. All of these operational gymnastics are just to to achieve the simple, but essential, task of getting your firm’s postal mail to the intended recipient.

Yet Another Firm 3. once a makeshift scan-to-email solution was in place, the attorneys complained 1) excess notifications filling up his precious email inbox with scans of items that mostly have already been received, 2) Delivering the physical mail after the scan to the practice area anyway – just in case. Great, so your legal assistants and partners are doing double work to sort the mail. Good luck accounting for all that in time and billings, 3) Attorneys and associates missed their ‘grey mail’ too. Though this was not business-critical correspondence, it meant that the practicing law person missed sign up dates for required continuing education events!

So, I hope do you want to go through this again: being dependent on someone else to decide what mail is valuable and how quickly you need it, random, intermittent and duplicative ways to get it. You never intended for work-from-home to become the rule rather than the exception, but it’s 2021 so the time has come to start rationalizing the normal now. Otherwise, that postal mail of yours is a fire drill headed for becoming an absolute train wreck.

How do we resolve this? A safe, reliable, structured and scalable system must be settled on. This involves a top-down re-assessment of the daily mail operation in terms of the people, process and tools involved. Look for the smart solution. It is out there, if you know where to look for it.

18 01, 2021

Three Keys to Remodeling Your Digital Mailroom

Steve Irons2021-02-22T12:59:09-07:00January 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

Michael Herzog2021-02-22T11:54:54-07:00December 2nd, 2020|White Papers and Articles|

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.

FULL STORY:
https://www.lawjournalnewsletters.com/2020/12/01/how-to-transform-mailroom-operations-for-security-ig-and-productivity/

Digital Mailroom

Learn More

25 11, 2020

ALA: A Digital Mailroom Built for Law Firms in the New Normal

Michael Herzog2021-11-01T11:34:05-07:00November 25th, 2020|White Papers and Articles|

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:

Digital Mailroom

FULL STORY: LEGAL MANAGEMENT – The Magazine of the Association of Legal Administrators

14 09, 2020

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

Michael Herzog2020-12-28T08:31:17-07:00September 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.

Digital Mailroom

FULL PRESS RELEASE:

[pdf-embedder url=”https://www.docsolid.com/wp-content/uploads/2020/09/Press-Release-DocSolid-Stinson-AirMail2-FINAL.pdf” title=”Press Release – Stinson Deploys DocSolid Airmail2 Digital Mailroom for Direct Delivery to iManage Document Management System”]

12 03, 2020

DocSolid Introduces Postmark Scan for iManage Work10

Michael Herzog2021-11-01T08:13:42-07:00March 12th, 2020|Press Releases|

Better scan workflows now span the iManage solution suite

DocSolid’s Postmark brand of Paper2Digital solutions for law firms is tightly integrated with iManage Work 10. Using Postmark Scan, paper documents are pre-profiled in the iManage client application so it is a familiar process for users. This method of structured scanning shifts the work of scanning, quality control and shredding to support staff.

“We are a longtime user of Postmark Scan, and we considered it a necessary component of our company’s transition to iManage Work10,” said Mike O’Meara, Network DMS Administrator at Express Services. “Now we have the entire iManage platform ready to take us into the future, including paper capture with Postmark.”

https://www.docsolid.com/postmark-scan-platform-video

FULL PRESS RELEASE:

[pdf-embedder url=”https://www.docsolid.com/wp-content/uploads/2020/03/PR-DocSolid-iManage-Work10-Optimized.pdf” title=”PR DocSolid iManage Work10 Optimized”]

information governance