For busy legal practices there is no escaping handling paper documents and the need to manage and archive them. What’s more, the constant flow of paper means that managing and archiving documents is usually time consuming and costly. But technology can ease the pain. Here’s how:
Fast and efficient document processing
Processing paper documents and manually allocating them to the corresponding matter file is usually laborious and time consuming. However, with digital solutions from Dynamic Software Solutions (DSS) such as DSS Connect Scan to FilePro, paper documents can be captured electronically and assigned to the correct matter file quickly and efficiently.
DSS Connect Scan to FilePro is a dedicated and proven scanning solution that is cloud-based and integrates seamlessly with most multi-function printers (MFPs) and FilePro legal practice management software.
The solution lets busy legal firms effortlessly scan paper documents, converting them into electronic files which can be placed directly into matter depositories via MFPs. This eliminates the need for manual filing and makes the electronic documents immediately available for use, saving time, paper and money.
By simply pressing the scan button option on the MFP you can choose to either send the electronic document directly to the appropriate matter file or to your email.
Highly capable, DSS Connect Scan to FilePro lets you effectively process and manage paper documents by converting them to electronic files quickly and efficiently.
With DSS Connect Scan to FilePro you also have complete flexibility. You can choose to scan in black and white or colour. What’s more, you can scan single-sided or double-sided and either single-page or multi-page documents. You can also choose to reduce or enlarge documents at the point of scanning.
Scan the document you want in the manner that you need it – PDF, Word, Excel, etc – for easy filing, sharing and collaborative work.
According to Jason Rivett, IT Systems Manager, DBH Lawyers, DSS Connect Scan to FilePro delivers real flexibility. “We recently had a system implemented by Dynamic Software Solutions for scanning from our FujiFilm photocopiers into FilePro.
This system allows DBH Lawyers to scan to multiple file formats (including PDF, Word and Excel), which is a particularly handy feature.
Scanned PDFs are added to FilePro with OCR active and this is highly convenient for staff who then need to search the contents.
The solution also converts the contents of the scan to an editable Word document which is particularly useful for our accounts team when information needs to be edited.”
Scan from anywhere
For added convenience, DSS Connect Scan to FilePro lets you can scan documents from anywhere. Regardless of whether you have multiple legal offices in one state or across Australia, with DSS Connect Scan to FilePro documents can be scanned from any of your MFPs and saved directly into the corresponding matter file.
Plus, if you have staff working remotely, from their home office or at a client’s location they can scan directly from their portable MFP and save to the relevant matter file.
Cost-effective solution that helps save on expenses and recoup client disbursement fees
As DSS Connect Scan to FilePro is a cloud-based solution, legal firms do not need to invest in dedicated servers, helping you save on costs. Further, apart from saving on paper expenses, firms benefit from reduced archival and retrieval costs as non-essential paper documents no longer need to be archived.
In addition, with DSS Connect Scan to FilePro you can quickly and easily capture scanning costs for client matters. This helps ensure that client scanning charges are allocated accurately and recouped with minimal fuss. Plus, with the ability for cost-recovery, this solution can be cost-neutral.
DSS Connect Scan to FilePro is very easy to use. A plug and forget solution, it integrates seamlessly with most existing MFPs and FilePro legal practice management software.
Entirely hassle-free, DSS Connect Scan to FilePro also updates automatically so that you are always using the latest version, and without the need for office or computer systems downtime.
Secure cloud-based solution
A secure solution, DSS Connect Scan to FilePro is hosted on infrastructure in Australia with end-to-end security. Plus, with 24 x 7 uptime, DSS Connect Scan to FilePro lets you create and save scans to matter files at your convenience.
“DSS Connect Scan to FilePro is impressive. It converts paper documents to scans quickly and easily to streamline processes, provide real capability and reduce costs. It’s also a very easy solution to manage both technically and administratively, making it highly attractive,” said Daniel Franklin, Director of Business Development, Boileau Business Solutions.
So, while document handling is inevitable in legal practices, the process of managing, sharing and archiving documents can be simplified by harnessing DSS Connect Scan to FilePro, which in turn helps you achieve greater efficiency, while saving on costs.
Derek Lawton is the senior account manager at Dynamic Software Solutions. With 22-years in the legal tech space, Derek has considerable understanding in meeting the tech needs of legal firms regardless of size. He delivers workable solutions in desktop productivity, scan solutions and cost recovery.