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Scan with a Plan: Digitizing Content for Your ECM System

Scan with a Plan: Digitizing Content for Your ECM System. Steve Irons, President DocSolid. Agenda and Value. Scanbition Panel discussions Goals / Scanbition Approach Results Surveys Q&A Value : Why? How? ROI?. Introductions - Panel. ILTA Roadshow Survey. …scan paper?

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Scan with a Plan: Digitizing Content for Your ECM System

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  1. Scan with a Plan: Digitizing Content for Your ECM System Steve Irons, President DocSolid www.docsolid.com

  2. Agenda and Value • Scanbition • Panel discussions • Goals / Scanbition • Approach • Results • Surveys • Q&A Value: Why? How? ROI? www.docsolid.com

  3. Introductions - Panel www.docsolid.com

  4. ILTA Roadshow Survey …scan paper? …depend on the file room? …have an ambition for scanning? …then confessions… www.docsolid.com

  5. Witness Protection Program www.docsolid.com

  6. Witness Protection Program “We turned on scanning at our copiers…folks use it when they want… …that’s our only plan.” “Records storage grows every year… and we have no plan to stop it.” “Using our electronic DMS… requires fetching the corresponding file folder.” “Our file room is not backed up…” www.docsolid.com

  7. Scanbition! Scanning is available, but… - file dependency remains • file storage grows • risk & inefficiencies continue You need an ambition, and plan for enterprise scanning… you need Scanbition! www.docsolid.com

  8. Scanthropology Scanarchy! Casual Scanning Scanbition! Enterprise Scanning No Scanning Repetitive Scanning www.docsolid.com

  9. Scanesthesia Side Effects: • -file dependency remains • file storage grows • risk & inefficiencies continue Seek immediate treatment for file searches lasting longer than 4 hours! Put to sleep by Casual Scanning www.docsolid.com

  10. 3 Scanbition Frameworks • Scan and Retire the File Room • Eliminate paper files and offsite storage • Inbound images scanned to the DMS for active use • Targeted Scan Capture • Scan and Retire the File Room for eager practices, city offices, cases only • Drive to firm-wide via successful results • Honor the Paper • Paper files available for active lifecycle • Retire the paper when matters close www.docsolid.com

  11. Audience Survey 1 • Is scanning generally available…? • Is the practice still dependent on paper files? • Is there an enterprise scanning best practice, plan, ambition? www.docsolid.com

  12. ILTA Survey 1 Has your firm established any initiatives to scan paper into your ECM system? 14% 9% 5% 41% 27% 9% www.docsolid.com

  13. Panel 1 – Goals / Scanbition • Previous state of scanning and paper records • Impetus for serious scanning • Goals / targeted ROI / Scanbition www.docsolid.com

  14. Audience Survey 2 Magic elves scanned all the firm’s paper last night – does your firm want to: • Shred • Continue using paper files • Defer to attorneys www.docsolid.com

  15. ILTA Survey 2 …If scanned into DMS, what would the firm do with the paper…? 14% 18% 36% 32% www.docsolid.com

  16. Panel 2 - Approach • How are you implementing enterprise scanning? • What policies, procedures, staff, solutions and infrastructure is being used? www.docsolid.com

  17. Audience Survey 3 • Primary benefit to scanning all paper to ECM? • Cost savings from space and storage reduction • Improved matter-centricity • Improved client service by faster access • Access to images from remote locations • Disaster preparedness / Business resumption www.docsolid.com

  18. ILTA Survey 3 …Primary benefit of scanning all paper to the ECM…? 36% 5% 36% 14% 9% www.docsolid.com

  19. Panel 3 - Results • Lessons learned (or learning) • Benefits • ROI www.docsolid.com

  20. Q&A ILTA questions? www.docsolid.com

  21. Closing What is your Scanbition? www.docsolid.com

  22. REFERENCE SLIDES Not in presentation www.docsolid.com

  23. 5 Keys for Enterprise Scanning • Distinguish between casual and productive scan capture methods • Use bar codes • Establish project and performance metrics • Build in process integrity and QC methods • Adoption, adoption, adoption www.docsolid.com

  24. Enterprise Scan Capture • Firm-wide, make scanned paper part of the electronic matter file • Turn on all scan devices • User simplicity at the scan device • Productivity for repetitive work • Enterprise methods for: • Security • Process integrity • Integration with the firm’s application software • Retiring the paper www.docsolid.com

  25. ILTA Survey 4 …What is the greatest obstacle to ECM scanning…? 41% 23% 0% 27% 9% www.docsolid.com

  26. “Shred” – the S word Shred! No Way! Retire – the paper • Scan - Capture • Integrate images w/ the DM & RM • Audit-QC the scan capture process • Apply records policy • Retain selected paper records • Shred Shred – one step of the process www.docsolid.com

  27. Scanbition Framework Benefits • Scan and Retire the File Room • Targeted Scan Capture • Honor the Paper Change Honor the Paper Scan and Retire the File Room Targeted Scan Capture www.docsolid.com Benefits No Scanbiton

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