Legal DocumentHandling

11Keys to Success

11 Keys to Successful LegalDocument Handling

Gone are the days when law firms couldafford to employ extensive administrativestaff focused purely on the handling andstorage of documents. From copying,faxing, scanning, and filing documents to delivering to lawyers and court houses, the traditional process for document handling is tedious, time consuming, and expensive.

Leading law firms are adopting solutionsto automate and streamline the handling,routing, distribution, and storage of theirdocuments, making employees moreefficient, saving the firm costs associatedwith document delivery and storage, andinsuring complete accessibility of theirdocuments where lawyers want themand when they need them.

The time is now and the technology isavailable. Whether you are embarkingon your first document handling solution or expanding from an existingfoundation, there are 11 key areas tofocus on to ensure success.

11 Keys to SuccessfulLegal Document Handling

Define Document LifecyclesFirst, determine where documents need to

be distributed, if they need to be saved to

your document management system, have

any special classifications, security needs,

and when, if at all, they may need to be

deleted.

Make Documents Accessible Yet SafeConsider the organizational value and

ease of sharing when paper documents are

stored along with the existing electronic

documents in a matter-centric system –

storing in this manner and following

business continuity best practices

significantly lessens downtime and loss

in case of a disaster.

Follow Best Practices and Reduce Storage CostsLess paper means fewer boxes and less real-

estate for storage – The best method to

address the transition from paper to elec-

tronic is one that captures paper documents,

automatically profiles them, and files them

within a matter-centric document manage-

ment system in a single step. Once there,

they can easily be delivered to other desti-

nations (e-mail, fax, network folders, etc.).

Simplify the Desktop Experience and Maximize ProductivityIt's not only the document process that

needs refining. The need for simplified

access to content — most often overlooked

— is so your staff achieves the benefit and

value of the processes and matter content

being stored. Matter-centricity provides the

electronic equivalent to the way paper is

stored today, and it can easily be integrated

into familiar desktop user applications such

as Microsoft Outlook and Microsoft Office.

Don’t Overlook the Value ofIntegrated PDF Capabilities Simple and reliable PDF creation and

conversion needs to be considered when

evaluating available solutions — eFiling

usually necessitates a PDF conversion tool.

Make sure there is no need for additional

PDF creation tools when you are identifying

the right systems. Leveraging the PDF format

also delivers greater document compression

— saving on storage requirements.

Reduce Your Runners; Provide Anytime, Anywhere AccessDocuments…from the mail room to

the offices; from the fax machine to the part-

ners; from the firm to the courthouse … the

list goes on. Matter-centric based systems

deliver an organizational foundation that

enables easy access remotely, from synchro-

nized matter files, Internet-based access, or

directly from a mobile PDA like a

BlackBerry – increasing the firm’s efficiency

and ensuring real-time information is being

accessed.

Why Waste Time Looking for Lost Documents?Choose document capture solutions that

automatically OCR your documents. For

every document, 19 copies are made, 1 in

20 are lost, and 150 hours per year are

wasted looking for lost documents. If the

documents were electronic, text-searchable,

and stored in your document management

system – imagine the time you would save.

Make Copiers/Printers “Green-Button Simple”Copiers and printers can be the paper

on-ramps to your document management

systems. One button scans on highly

distributed systems put the power in the

hands of your users.

If You Must Repeat the Same Actionwith Each Document – STOPRepetitive processes lend themselves readily

for productivity increases. Why copy, fax, or

courier different documents to the same

groups of people when it can be automated

and done once?

If Work is Done for a Client, of Course it’s Billable.Integrate a cost recovery system and bill for

document capture and distribution — it will

pay for itself. For every copy you once made

and for every courier service used, clients

were billed. As this functionality moves to

automated processes, clients still should to

be billed for this time.

Training Time? – Eliminate ItImplement solutions that rely on your

existing infrastructure and application

environments that are familiar and friendly

to your end users. If you build it and it isn’t

easy, they will not come.

Interwoven and Omtool – Together Addressing the Keys to Successful Legal Document Handling

A comprehensive document handling

solution requires tight integration between

document management systems and

document capture technologies. Together,

Interwoven and Omtool provide a complete

solution to handle all documents, including

both paper and electronic documents or

the combination of both (i.e. mixed-mode

documents).

About AccuRouteAccuRoute is a document capture,

conversion, and distribution platform

combining the best of the digital and paper

worlds – allowing for a simple, efficient,

and controlled electronic distribution into

a variety of information systems simul-

taneously. Implementation provides a cost-

effective, practical approach to document

distribution in even the most complex and

heterogeneous environment.

About WorkSiteInterwoven WorkSite is the leading

collaborative document management

solution for law firms worldwide. WorkSite

out-of-the-box provides extensive matter-

centric document management capabilities

that integrate seamlessly with Microsoft

solutions including, Microsoft Office,

Outlook, and SharePoint. A highly extensive

document management system, WorkSite

supports geographically dispersed team

collaboration, mobile access, extranet

access for clients, and records management

capabilities, as well as many more

capabilities to address firm-wide document

needs.

Let Us Help You Navigate the 11 Steps to Successful LegalDocument Management

About Omtool, Ltd.Omtool, Ltd. is a leading provider of

document handling solutions that simplify

the integration of paper and electronic

documents in enterprise information

management systems. Omtool solutions are

used worldwide by businesses in document-

intensive industries that demand secure

handling, integration, and tracking of

documents in full compliance with a range

of regulatory requirements.

About Interwoven, Inc.Interwoven is a global leader in content

management solutions. Interwoven’s

software and services enable organizations

to effectively leverage content to drive

business growth by improving the customer

experience, increasing collaboration, and

streamlining business processes in dynamic

environments. Our unique approach

combines user-friendly simplicity with

robust IT performance and scalability to

unlock the value of content.

Omtool, Ltd.6 Riverside DriveAndover, MA 01810

Tel: 888.466.8665Sales: 800.886.7845Fax: 978.659.1300www.omtool.com

Interwoven, Inc.803 11th AvenueSunnyvale, CA 94089

Tel: 408.774.2000Sales: 408.530.5800Fax: 408.774.2002www.interwoven.com

Omtool, Ltd.6 Riverside Drive, Andover, MA 01810Tel: 888.466.8665Sales: 800.886.7845Fax: 978.659.1300www.omtool.com

Interwoven, Inc.803 11th Avenue, Sunnyvale, CA 94089Tel: 408.774.2000Sales: 408.530.5800Fax: 408.774.2002www.interwoven.com