Peer to Peer Magazine

26 PEER TO PEER: THE QUARTERLY MAGAZINE OF ILTA | WINTER 2017 CASE STUDIES Access from Anywhere: DocSolid and NetDocuments Free the Information in Paper But aer the NetDocuments implementation, the firm still had too much information locked up in records that were either paper or scanned (but not properly processed for OCR) and unavailable for searching in the DMS. Productivity was lost through frequent trips to filing cabinets, and filing errors made for time-consuming, frustrating searches. Further, those filing cabinets took up space and added to our real estate expenses, which the firm wanted to reduce. A Scanning Solution The addition of DocSolid's KwikTag Legal gave us a robust scanning solution for starting a bulk backfile scanning initiative to drive paper records to NetDocuments. We started out with realistic expectations. We didn't intend to become paperless at all. Our goal was to improve aorney productivity through substantially improved search and mobile access to documents. That meant the scanning and saving solution had to be as easy and foolproof as possible. We achieved this using KwikTag to manage the scanning process, ensuring that scanned paper made its way to NetDocuments properly. There are many reasons to scan paper records. Everyone wants improved search capabilities, and digitized paper in NetDocuments is easily searchable. Some hate how the paper takes up their own space, or space in filing cabinets around the office. Many people dislike the aesthetics of paper and cabinets, particularly in this era of glass-walled offices and open workspaces. Some understand the potential liability of not knowing where their records are and the expense of looking through paper in a discovery request. A Searching Solution NetDocuments allowed us to structure our file storage in a way that mimics the file cabinet structure. This eased the understandable worries of people concerned about being able to find newly digitized records. Many people are very visual and they will remember that a folder they stored five years ago is in the third drawer of the second cabinet. Initial successes with bulk scanning projects encouraged firmwide adoption. Aorneys soon began remarking on the ease of searching for their documents electronically, supporting the groundswell of enthusiasm. As we digitized additional library materials and other valuable records, aorney work by Frank Schipani Access from Anywhere: DocSolid and NetDocuments Free the Information in Paper In 2011, my firm, Gilbert LLP, migrated its document management system to NetDocuments. By doing so, we gained capabilities the firm had long sought, including improved searching, access from anywhere and built-in disaster recovery.

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