"The workflow has transformed how we process incoming post. What previously occupied two members of staff for most of the day, with numerous mistakes along the way, is now completed quickly and accurately."
A high-volume conveyancing law firm processing approximately 1,000 incoming documents per day needed to modernise its document capture workflow. Conveyancing workflows depend on accurate document handling, with each client assigned a unique Matter Reference, which must be consistently applied across all related documents. However, they were working with manual processes which were creating inefficiencies, increasing compliance risk, and slowing down case progression, which in turn posed significant challenges.
The key challenge that the conveyancing firm faced was how to transform a manual, error-prone process into a scalable, automated workflow. They also faced the following operational challenges:
Using a combination of PaperStream Capture Pro Premium and OfficeCo, the firm were able to enable automation directly at the point of scanning. The process was optimised with a combination of scanners and MFDs, which complimented the solution thanks to PaperStream Capture Pro Premium's ability to be used with any TWAIN compatible device, regardless of brand.
Working with OfficeCo, the firm implemented an intelligent capture solution powered by PaperStream Capture Pro Premium, enabling automation directly at the point of scanning. This combination allowed the firm to address key challenges through the below workflow components:
2. Handwriting Recognition + Validation
3. Automated Document Splitting
4. Automated File Naming
The solution resulted in the firm transforming their high-volume document scanning requirement into a scalable process, crucial to the compliance-driven industry that they operate in. Achieving improved accuracy, efficiency and transparency, in a way that was cost-effective and user-friendly, the firm could successfully modernise its document capture workflows.
The conveyancing firm achieved significant results from the partnership of OfficeCo and PaperStream Capture Pro Premium, including:
Efficiency gains
Improved Accuracy
Scalable Workflow
Cost-Effective Solution
User-Friendly Process
ConclusionUltimately, the optimisation of high-volume document processing that the firm achieved, epitomises how intelligent capture can transform manual, error-prone legal workflows into scalable processes. In compliance-driven environments, validation at the point of capture is critical, with the results for the firm proving that the combination of simple physical triggers with advanced software is crucial for delivering powerful, practical automation. Utilising a combination of PaperStream Capture Pro Premium and TWAIN compatible image capture devices with the consultative approach from OfficeCo ensured that the solution delivered measurable operational improvements without adding complexity. OfficeCo played an essential role in identifying workflow efficiencies, designing a practical, user-centric solution and leveraging the advanced capabilities found within PaperStream Capture Pro. |
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Find out more about PaperStream Capture Pro & Pro Premium
If you have a case study using one of our scanners that you'd like to share with us, please do get in touch – we always like to hear from our partner community. Email the marketing team at scannersales@pfu-emea.ricoh.com
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