Category — Case Study

Like most companies, the law firm of Rozario & Associates, P.C. has a large collection of paper files. These paper files had been growing in volume and were taking up much needed office space. In addition, it was a challenge to track and find documents within the growing collection. Although the firm uses case management software, a mix of electronic and paper records meant that staff could not rely solely on the software to access all relevant information.

The ideal scenario would be for staff to quickly scan paper records and make it accessible from the case management software. In other words, Rozario & Associates needed to implement a digitization project. Fewtureweb was given the task of implementing this project.

Any digitization project involves hardware to scan paper documents; software to organize the scanned documents and a system to link the two. The firm was already using a case management software called TrialWorks. Fewtureweb checked with TrialWorks support to see if the software could organize scanned documents. Luckily, the software already had such capabilities. The firm was also using a Xerox 4015 copier, and Fewtureweb confirmed with Xerox that this particular model could be used for high-speed scanning with the purchase of a scanning module.

Once all the missing pieces were in place, it was simply a matter of connecting the dots. The scanning module was ordered and configured. The copier could now scan the paper files, convert them into PDF documents and automatically save them to the server. These documents were then imported into the case management software and linked to the appropriate case files. The law firm even hired an intern to expedite the project.

As a result of the digitization project, staff members are now able to instantly access all case files quickly and efficiently from the comfort of their desk without having to rummage through paper files. These new efficiencies were implemented with a cost effective budget in less than 3 weeks. By working with Fewtureweb, Rozario & Associates was able to utilize their existing technology to solve an immediate problem, adopt a more environmentally-friendly workplace, and increase productivity.