Lynbrook and Konica Minolta transform a legal firm’s inbound mail processing through an enhanced Document Workflow Solution featuring high speed and large capacity scanning
A Lancashire-based legal practice had a team of two people processing and filing inbound mail manually, which could take 7.5 hours a day to complete and inevitably delayed any action required. Following a comprehensive study of the legal firm’s manual workflow practices, a fast, accurate, and reliable Document Workflow Software system was installed which features high speed Konica Minolta MFDs (multi-functional print devices) with large capacity scanners - all fully managed by expert print technology provider Lynbrook.
During the initial meeting, it became clear that one of the biggest challenges was inbound mail and how long it was taking to be delivered to the Fee Earners. On average, the practice receives 150 documents equating to 1,200 pages of mail in the morning. Two admin staff would sort the mail into departments, scan each individually, then rename the file with their Case Ref. The next step was to search for the case in their Case Management System, select the document type and import the scanned mail. They would then notify the Fee Earner that they had mail.
Lynbrook designed and implemented a system that automatically files the firm’s incoming mail directly into its Case Management System without any manual intervention. The system is agile to work with many document types and extremely reliable so that documents are not misfiled. For accuracy, a validation process has been introduced so that any documents that does not contain any identifiable information goes through to a verification process.