Scan with a Plan: Digitizing Content for Your ECM System Steve Irons, President DocSolid

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Scan with a Plan: Digitizing Content for Your

ECM System

Steve Irons, PresidentDocSolid

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Agenda and Value

• Scanbition • Panel discussions

– Goals / Scanbition– Approach– Results

• Surveys• Q&AValue: Why? How? ROI?

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Introductions - PanelPanelist Firm Attorne

ysOffices Scanbit

ionStatus

Mike Shannon,CIO

Dechert, LLP 900 26 Advanced

Louise Powell,US Project Mgr.Bus Trans Team

Withers Bergman, LLP

760 10 Early

Deb Rifenbark,CRM, Chief Records Officer

Stinson Morrison Hecker, LLP

311 8 Starting

Kathleen Jimenez, Data Mgmt. Admin.

Orrick, Herrington & Sutcliffe LLP

1,100 24 None

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ILTA Roadshow Survey

…scan paper?…depend on the file room?…have an ambition for

scanning?

…then confessions…

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Witness Protection Program

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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…”

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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!

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Scanthropology

No Scanning

Casual Scanning

Repetitive Scanning

Scanarchy!

EnterpriseScanning

Scanbition!

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Scanesthesia

Put to sleep by Casual Scanning

Side Effects:-file dependency remains-file storage grows-risk & inefficiencies continueSeek immediate treatment

for file searches lasting longer than 4 hours!

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3 Scanbition Frameworks

1. Scan and Retire the File Room– Eliminate paper files and offsite storage– Inbound images scanned to the DMS for

active use

2. Targeted Scan Capture– Scan and Retire the File Room for eager

practices, city offices, cases only– Drive to firm-wide via successful results

3. Honor the Paper– Paper files available for active lifecycle– Retire the paper when matters close

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Audience Survey 1

• Is scanning generally available…?

• Is the practice still dependent on paper files?

• Is there an enterprise scanning best practice, plan, ambition?

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ILTA Survey 1

14%

41%

27%

9%

9%5%

Has your firm established any initiatives to scan paper into your ECM system?

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Panel 1 – Goals / Scanbition

• Previous state of scanning and paper records

• Impetus for serious scanning

• Goals / targeted ROI / Scanbition

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Audience Survey 2Magic elves scanned all the firm’s paper last night – does your firm want to:

– Shred– Continue using paper files– Defer to attorneys

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ILTA Survey 2…If scanned into DMS, what would the firm do with the paper…?

14%

18%

36%

32%

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Panel 2 - Approach

• How are you implementing enterprise scanning?

• What policies, procedures, staff, solutions and infrastructure is being used?

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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

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ILTA Survey 3…Primary benefit of scanning all paper to the ECM…?

36%5%

36%

14%

9%

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Panel 3 - Results

• Lessons learned (or learning)

• Benefits

• ROI

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Q&A

ILTA questions?

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Closing

What is your Scanbition?

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REFERENCE SLIDES

Not in presentation

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5 Keys for Enterprise Scanning

1. Distinguish between casual and productive scan capture methods

2. Use bar codes3. Establish project and performance

metrics4. Build in process integrity and QC

methods5. Adoption, adoption, adoption

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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

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ILTA Survey 4…What is the greatest obstacle to ECM scanning…?

41%23%

0%

27%9%

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“Shred” – the S word

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

Shred!No Way!

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Scanbition Framework Benefits

1. Scan and Retire the File Room

2. Targeted Scan Capture

3. Honor the Paper

Change

Benefits

Scan and Retirethe File Room

TargetedScan Capture

Honor the Paper

No Scanbiton