 |
Look familiar? It doesn't have to. All too often the ability to locate documents (hard copy and/or electronic) quickly and easily can be a very difficult task...
Not any more. |
|
|
|
Testimonial |
|
|
|
 Douglas Small,
Attorney and Partner:
"We've found that our clients and even other attorneys are impressed by our use of electronic documents. Not only is it a great way to differentiate ourselves from other firms, our clients see its value in presenting information and documentary evidence in the courtroom." |
|
The Task |
|
|
|
 Provide simultaneous access to case files
Improve workflow and efficiency
Improve internal processes using technology
|
|
Home > Products > Document Management Solutions > Law Firms
|
Foley & Small, a law firm, is using DocuWare to store case files and easily distribute information to attorneys on self-contained CDs. Client satisfaction, staff productivity and attorney efficiency have all improved, allowing the firm to meet its mission of thoroughly and effectively preparing each case with integrity, while always keeping their client’s needs in mind.
|
|
 |
|
|
| Solution Requirements |
|
Documents
Case files contain a variety of documents such as depositions (sworn testimony of a witness taken outside of court), filings with the courts, correspondence, records and other information gathered when investigating each case. The case files vary in length, at any time, the firm has hundreds of open and active files.
Work Processes
Document workflow in a law office is driven by communication and information needs between multiple parties. Foley & Small’s workflow was entirely paper driven. The day’s mail, consisting primarily of attorney filings and correspondence, was reviewed by the attorneys and then filed in large legal size file cabinets. Client records were three-hole punched and stored in binders separate from the main file because of the volume of documents and frequent access requirements.
Staff members had to leave their desks to access the client files in order to initiate or respond to requests for information. Retrieving a piece of information from a large file or sharing the files among the staff and attorneys often made the workflow inefficient.
“Approximately 60% of our firm’s cases are settled before anything is filed with the courts, so efficiently processing and distributing documents to all parties is very important to us,“ said Beverly Paluzzi, Office Manager for Foley & Small.
|
|
| The Solution |
|
Today, the mail is scanned and indexed each morning under client name, litigation type, document or record type. The attorneys still review the physical mail to get a sense of what new information has been received, but don’t spend as much time with the initial review because the information can be re-accessed so easily. The original documents are still maintained in paper files for seven years, but the staff and attorneys work mostly from the electronic version in DocuWare.
“My staff spends 45 minutes to an hour each day scanning and indexing information. The time we invest in digitizing our documents is more than made-up for during the course of a day,“ said Paluzzi.
Instead of photo-copying information, the staff simply places the documents or medical records on CD or DVD when responding to information requests or sending a demand letter. DocuWare’s self-contained CDs or DVDs enable the user to search the documents on the disk without installing any software. The attorneys have instant access to all the information for each case.
|
|
|
Individual Benefits
Installing DocuWare has enabled the support staff and the attorneys to have simultaneous access to the same case file. Now, working on or adding information to a particular case is never delayed because someone else has the file, thus improving workflow and productivity.
“At first I was afraid the system would be too complicated, but after the first week of using the system I don’t think I could live without it,“ said Paluzzi.
Productivity savings are seen in the reduction of time spent copying records and other documentation for distribution. This task used to require the staff to spend an hour or more, two to three times a week, standing in front of the copy machine. With DocuWare the same information is quickly placed on a CD or DVD. The firm has found that storing records to disk is much faster and more economical than copying records. By reducing menial administration tasks, the firm has not only improved employee productivity, but job satisfaction as well.
Departmental Benefits
Customer service has improved now that information is instantly available. The staff is able to respond to questions from clients or other attorneys while on the phone. For the attorneys, having access to information enables them to quickly move from deposition to deposition during the day and significantly improves their efficiency when preparing for a case.
“I can now quickly go from deposition to deposition during the course of the day, without having to stop and search for a file. When I am working on a deposition, I go through the document and highlight important points using DocuWare. I can print the document with my highlights and use the hard copy at trial when I’m asking questions. It is very convenient to be able to work this way,“ said Douglas Small, Foley & Small Partner.
An added benefit is that the staff is able to receive and file electronic documents from the federal court, further positioning the firm as a leader in technology and preparing for the eventual transition of the entire court system to electronic processing of information.
Corporate Benefits
Utilizing electronic document management is one way that Foley & Small is able to differentiate themselves from other law practices and improve client relations. DocuWare has allowed the firm to better serve their clients by enabling the attorneys to meet with clients across five different cities. A CD containing all of the client’s records can be easily taken to a meeting improving the productivity of each appointment for both the client and the attorney. The risk of misplacing or not having all of the necessary legal documents has been greatly reduced, thus improving the chances for a successful conclusion of a case. With the efficiencies gained from using DocuWare, the staff is able to be more proactive in addressing the needs of each case.
DocuWare helps Foley & Small meet its mission to thoroughly and effectively prepare each case with integrity, while always keeping their client’s needs in mind
|
|
|
Home | Products |
About Us | Testimonials |
Customer Service |
In the News | Contact Us | Customer Login
Scott Technology Group | 100 Professional Center Drive | Rohnert Park, California
94928
TEL: 707.584.3995 | FAX: 707.584.3915 |
info@scottsoffice.com
© 2007 Scott Technology Group. All Rights Reserved.
|
