The quarterly publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/67910
case studies the client matter information is in the DMS, you are continuing to separate and juggle information instead of unify it. All of these thoughts weighed into our firm's evaluation of scanning solutions. Making Paperless Easy In January 2011, our firm learned about DocSolid's scan-capture technology, KwikTag. It seemed to be the ideal match for our needs. In fact, it led the market in terms of ease-of-use, efficiency and integration with iManage. DocSolid provides rolls of barcoded labels for each user. These labels are already mapped to each individual user and their filing preferences. When it is time to scan a document, the user attaches one of the labels and profiles the document directly in iManage, using the existing iManage process. Once tagged, the document can be dropped in a box for scanning at a later time. The user can scan his documents in a stack or in bulk with other users' documents. Upon scanning, KwikTag identifies the barcode, converts it to a searchable PDF file, and then files it automatically in the previously designated place with the barcode redacted. End users spent a grand total of about five minutes in the training process. What was most intriguing about this solution was it easily answered the growing needs of our law firm and supported its long-term growth. Lawyers and legal professionals wouldn't have to disrupt their work habits to adopt KwikTag. The solution would actually simplify processes and ensure that each item automatically filed with the right case. Its productivity meant we could attack and draw down our ever-increasing rise in paper storage needs. It worked with our existing solutions, including iManage and all of our Xerox copiers and scanners. And its universal integration methods gave us confidence that KwikTag will grow and integrate with our future software and infrastructure choices. In June 2011, Mendes & Mount implemented KwikTag for GROWTH KEEP COSTS DOWN DRIVE You Do It. We Help. 40 Peer to Peer iManage. We began with a pilot group with plans to expand. It took a day to implement and created little or no strain on our IT resources. Though originally implemented for LOC, it has now expanded to all our operational departments with further plans for the whole firm. Thankfully, training wasn't an issue. Since the solution is simple to operate, training sessions took very little time. DocSolid trained our trainers, who in turn trained more users. The whole training process took about an hour from start to finish — end users spent a grand total of about five minutes in the training process. The Benefits of Losing the Paper Weight The benefits of adopting KwikTag became evident in a short amount of time. First and foremost, scanned documents were being automatically filed in the right place within iManage. The additional ad hoc step of manually filing scanned documents into our document repository was eliminated. We immediately raised the value of our document management system by capturing all scanned documents — not just some of them. The feedback from users within the firm has been largely positive — the polar opposite of the reaction to our previous scanning software. The word "love" has even been used. From the IT side, the helpdesk had very few (if any) support calls about the solution, which helped conserve our IT talent's time for more pressing projects. On the business sustainability side, we anticipate a reduction in the need for storage space. With KwikTag, we were able to