EzeScan digital mailroom solution for UK law firms and solicitors
UK law firms and solicitors are embracing digital transformation initiatives to drive operational efficiency and achieve favourable business outcomes. Many maintain multiple offices, with their employees strategically positioned across them. Whilst providing greater geographical coverage, many struggle with managing the ever-increasing volume of paper across multiple locations. The key issue with any technology solution is to find a system that any team member in the organisation can use easily and efficiently to capture, register, and find important matter documentation.
As we move to a more agile working environment an efficient document distribution system is essential to cutting the time employees spend manually processing correspondence. Central to this is selecting a post system that integrates with your case management system which incorporates a level of automation that not only provides operation efficiencies but limits manual processing and reduces the likelihood of errors.
The ideal solution would need to be cost effective and allow any employee from any location to effortlessly capture and automatically name and file documents into the correct location in the case management system and eliminate as much manual effort as possible.
The EzeScan Solution
The EzeScan digital mailroom solution provides the ability to capture large volumes of mail in centralised mailrooms using dedicated EzeScan desktop scan workstations or ad-hoc mail capture in remote offices using existing multi-function devices. The scanned mail is then processed at a central office location, where EzeScan SERVER captures the case matter number on documents and distributes it to the correct recipient utilising database lookups with the case management system.
Mail is distributed via the EzeScan WebApp, where employees can then view and register their mail from any device, with EzeScan automatically naming and filing it against the correct matter in the case management system. Other types of post items such as contracts, invoices, and general correspondence can also be digitised and registered into line of business applications that can be different to the law firm or solicitors case management system.
The Results
With the help of an EzeScan Digital Mailroom Solution, law firms and solicitors can realise operational efficiency that not only provide commercial benefits but enhance the morale of staff being consumed by paper. There is a big benefit for the IT department as there is no local install required on a user’s device. The EzeScan WebApps is a web-based solution that can be accessed via any modern browser, from and location on any device that is safely connected to the internet and office infrastructure.
Additional benefits include the future proofing of delivery of mail items and reducing manual data entry. All staff have a view of their post for any given day, and access to it in a timely manner. The solution also provides the ability to easily route mail to another user if needed. From a management point of view, the EzeScan Digital Mailroom Solution can solve the challenges that employees face in processing correspondence. With EzeScan’s simple and intuitive interface your staff will quickly adapt to their new solution and provide your organisation the results you are looking for.
