Osborne Clarke (OC) recently introduced an imaging management system, in a drive to improve the productivity of its lawyers. The firm faced the challenge of maintaining full client records in electronic form, automating document capture, integrating the new system with existing document management and centralised faxing systems, while also aiming to improve print productivity and reduce print overheads.

Maintaining client records is a time-consuming business. We at OC recognised that further investment in new technology will provide the means to capture and manage all matter-related information more efficiently. Our imaging project reviewed all aspects of document and file management, with the aim of elevating the electronic file to represent the primary record for each matter.

All documents have to be introduced into the electronic file operated within content management service provider Interwoven's WorkSite document management system, something that is simple enough to do with documents generated by, or delivered electronically to, our lawyers. However, one of the key hurdles we faced concerned the introduction of documents delivered in hard copy: these had to be scanned at a digital sender, emailed to a PC and only then introduced into the electronic file. It was a time-consuming process.

The firm chose Infotec, a print and document services provider, to take on the project. The company was able to offer high-speed colour and black-and-white scanning, a simple, automated profiling process, high-speed mono and colour output and a mailbox print delivery system.

Infotec worked with the firm to remove the barriers associated with the introduction of hard-copy documents to the electronic file by providing a scanning solution with direct integration to our document management system, thereby simplifying the entire document capture process.

The solution, while simple, is very effective. Infotec supplied high specification multifunctional products (MFPs) used for scanning, printing, copying and faxing. The MFPs are configured with eCopy scan stations which automate the archive process and provide integration with OC's
centralised fax system, RightFax.

The new technology reduces the time taken to capture hard-copy documents. It can take just seconds to scan and profile a document. Users log in at the eCopy scan station and documents are scanned in black and white or colour at the MFP. eCopy prompts the user to select a file description and destination in the form of a matter workspace. Scanned documents are then stored alongside all profile information associated with the selected matter workspace, ensuring accurate record-keeping and providing the means for easy retrieval.

OC needed a fast and robust print solution. To improve print productivity and reduce costs, the firm wanted workgroup multifunctional products that could handle high volumes at low cost.

The MFPs now being used at the firm combine fast, high-resolution black-and-white or colour scanning with high-speed print and copy functionality. Automated finishing enables the sending of stapled document sets to mailbox delivery trays for personal collection, reducing waste both in terms of time and money spent looking for and reprinting mislaid output. Low, all-inclusive running costs offset the initial outlay to deliver a low lifetime cost of ownership.

Looking to the future, OC is determined to derive even greater benefit from the printing solution. The firm aims at the outset to get significant business value from all our technology investments. We believe we have realised perhaps only half of the full potential of the new system. The solution we chose provides the facility to digitise old records and reduce legacy storage costs.

Nathan Hayes is head of infrastructure and technology at Osborne Clarke.