Enhancing legal efficiency with EzeScan: The power of document capture from the copier
In the fast-paced environment of UK law firms, where time, precision, and client demands are paramount, quick access to documents can significantly boost a firm’s operational efficiency. With mounting pressures to meet deadlines, adhere to regulations, and manage ever-growing workloads, having the right tools is essential. One such solution, often underutilised, is document capture directly from the photocopier.
Traditionally, legal professionals have relied on more manual processes to scan, file, and distribute documents, often a multi-staged and time-consuming task prone to delays. The wait for documents to be processed often results in lost time that could be better spent on casework or client consultations. By capturing documents at the point of entry, at a copier, law firms can transform their document management workflows.
Capturing documents immediately at the copier allows for instant digitisation, categorisation, and direct integration into the firm’s practice management or document management system (DMS). This not only reduces manual steps but also ensures that crucial materials such as contracts, mail, and evidence are accessible to the right team members as soon as they are captured. The result? Fewer bottlenecks, quicker decision-making, and a more efficient approach to legal work.
With EzeScan’s MFD capture solutions, users can log into any copier within the organisation and instantly access their personal scan jobs, ensuring seamless document processing from any location. EzeScan offers a tailored MFD capture solution designed specifically for law firms, allowing documents scanned at the copier to have essential metadata, such as case numbers and client names, extracted and automatically routed directly to the appropriate Matter or Workspace folders. The same functionality is also available when working with the company’s emails. This eliminates the need for manual sorting or data entry, allowing the legal team to access and review documents in real-time. Giving this type of agility empowers firms to respond to clients and make informed decisions more quickly. In high-stakes cases, where timely decisions can affect outcomes, having instant access to key documents is invaluable.
Imagine a scenario where urgent discovery documents are required. In traditional workflows, a lawyer may wait hours or even days for the documents to be filed and available. Now, picture the same firm using EzeScan’s MFD capture solution. Documents such as contracts, legal briefs, or court orders are scanned immediately at the MFD. Rather than going through manual processes, EzeScan automatically OCR’s and applies metadata, tagging the document with relevant information like client names and case numbers, all of which can be inherited can from the DMS. The system then routes the document to the correct department, group or individual, fully integrated with the firm’s DMS. This instant processing turns the MFD into an intelligent gateway for seamless document handling. The same process can also be used for archiving or retrieving documents back from storage, bringing paper back to life.
With this streamlined MFD process, legal teams are no longer bogged down by slow document workflows. Everything is handled at the point of entry, enabling the firm to respond more swiftly to client needs and maintain the pace required in modern legal practice. Whether through centralised processing by specialised staff in a dedicated mailroom or decentralised processing with users spread across the office, the MFD has become a hub for fast, automated document management workflows.
In today’s competitive legal landscape, improving efficiency and enhancing client satisfaction are critical. By incorporating document capture at the copier, law firms can streamline operations, eliminate workflow delays, and give their teams the edge needed to succeed.
Find out more here: https://www.ezescan.co.uk
