Wednesday, November 1, 2017

Case Study - Paris Smith & HotDocs

Paris Smith Implemented HotDocs Document Assembly Software and saved the property finance team forty hours a month. 

About the Company:
Paris Smith LLP is one of the largest regional law firms in Central Southern England.
As a full service law firm, Paris Smith have a clear vision of the future, and pride themselves on evolving to meet the ever-increasing demands and pressures of businesses and individuals alike. 

Business Challenge:
The work carried out by the property finance team requires many documents and contracts to be generated for each case. Some of the content of these documents is duplicated, with client details needing to be entered numerous times. Wherever data replication exists, productivity is impacted as well as the duplication creating an opportunity for mistakes and therefore risk. The nature of the work requires fastidious attention to detail and so the time involved in ensuring no errors occur is significant. 
The challenge was to create an environment integrated with Microsoft Word whereby the process was simplified and risks eliminated. This would increase the capacity in the department and provide a faster document turnaround time. 

Solution:
Working closely with the partners at the firm, Copyrite implemented HotDocs to automate the creation of documents. 
HotDocs effectively turns the repeated fields into a web-fillable form and automates the document generation, allowing the document owners to focus on the content rather than error checking those parts of the document that have been repeated. 

To find out the benefits of introducing HotDocs and to see what Paris Smith have to say, read the full case study on our website

Tuesday, October 3, 2017

Case Study - Paris Smith & Worldox




Paris Smith Implemented Worldox to simplify, control and manage documents throughout the business.

About the company:
Paris Smith LLP is one of the largest regional law firms in Central Southern England. As a full service law firm, Paris Smith have a clear vision of the future, and pride themselves on evolving to meet the ever-increasing demands and pressures of businesses and individuals alike.
Business Challenge:
As a part of Paris Smith's strategy the firm must take advantage of the latest technology to support the growth of the business. In particular to deliver an efficient service, to promote remote working and reduce paper. After a review of current systems it was decided a new way of managing the firm's vast knowledge base and information was necessary. 
A number of issues were identified
  • Documents were stored in various areas including Windows folders, paper files,, scanned images and email. Retrieval of documents posed a challenge because of the reliance on staff knowledge how to efficiently locate them.
  • There was a requirement for complete matter files to be held electronically to include all the correspondence including emails. This would allow staff with the right permissions to quickly locate information and documents. 
  • Reliance on paper gives rise to storage costs, an element of risk with the challenge of retaining a backup of data and also poses a challenge with the physical space requirements inherent in storing paper. 
  • Paper-based systems also make it hard to easily implement an "ethical-wall", whereby access to certain files is only granted to specific staff. 
Further requirements included a full integration with MS Outlook due to the current, heavy reliance on email to communicate

Any solution also had to be Citrix compliant in order to be compatible with the firm's standard environment and support remote working with the future option of going into the cloud.  

Solution:
A number of solutions were reviewed and Worldox Document Management came out as a clear winner. Worldox allows Paris Smith solicitors to instantly view any document or email associated with a specific client, matter or project, dramatically improving efficiency. It facilitates collaboration among legal teams. The entire firm can benefit from the knowledge in documents that have already been created, even if the individuals who created them have left the firm. It's a vital part in their plan to significantly reduce their reliance on paper files.

Next steps include implementing a secure sharing portal which will allow documents and sensitive information to be shared and communicated without the risk inherent in email communications. This will include a tailored Worldox environment to suit each department and their way of working with documents and sharing best practices. In addition, the portal will provide an improved audit trail and a level of collaboration at document level.

To find out what Benefits Worldox has brought to the company, and what Paris Smith have to say, read the full case study on our website.

Thursday, September 28, 2017

Take charge of your Company's Knowledge and Intellectual Property


Why your Company needs Document Management...

  • Do your staff waste time looking for documents? By one recent estimate, 15% of all documents are misplaced, and in some environments up to 30% of the workday is spent searching for information.
  • Knowledge is King. The information you possess - information you've paid to create - represents a huge potential competitive advantage. But the competitive advantage disappears if people can't get to the right information at the moment they need it.
  • Document management systems address three major problems: organisation, control and access of information. This will help you to avoid "invisible data".
Every year the amount of information you own soars...yet again. The information you possess - information you've paid to create - represents a huge potential competitive advantage. But that competitive advantage disappears if people can't get to the right information at the moment they need it. 

In too many organisations, that is still not possible. By one recent estimate, 15% of all documents are misplaced, and in some environments up to 30% of the workday is spent searching for information. The fact is, when it comes to finding what you're looking for, all too often today's shared hard drives, intranets, and even emails might as well be "electronic landfills".

Without effective, coherent ways of managing their documents, organizations find it harder than it should be to address problems like document retention and compliance. Perhaps worst of all, businesses miss opportunities - either because they can't identify them, or because they can't respond quickly enough. 

Document Management is the solution.

 

 

 

More than documents: companies and people

Document Management is not just about documents: it's about companies and people. It brings together all of a company's sources of knowledge, including relevant email communications and scanned paper documents, in addition to the usual word processing documents and spreadsheets - potentially, anything that can be stored as a file. 

It starts from the premise that the content you create - in whatever form - is a key organisational asset. It should be easily accessible to anyone on your team who needs it, and has the authority to see it....and inaccessible to anyone who doesn't.

Your content should never become "invisible" - and hence, useless - when its creator leaves the organisation, or goes on holidays, or simply doesn't want to share. Properly implemented, document management makes sure that just won't happen. 

Studies suggest that 80% of a company's knowledge is stored as unstructured data. By helping you impart structure to this knowledge, document management systems address three major problems: organisation, control and access.

Enhancing Organisation, Control, and Access

When you choose an advanced document management system such as Worldox, you can quickly and painlessly profile your new information in ways that make it accessible exactly when and where it's needed. Your options for profiling and organising documents are virtually infinite.

These high-level categories are just the beginning: once you've organised your system and started to profile your documents, your people can get at knowledge in all kinds of new ways. With everyone following the same consistent, enforced rules, crucial documents that were previously lost now consistently appear when they're searched.

Document Management typically gives companies far stronger control over document security and access. Confidential documents can be made available only to the people who need to see them, whether they're in accounting, HR, or those who are responsible for confidential matters. By defining who can access which kinds of documents, document management systems avoid the problems that arise when you depend on simple document password protection.

Many document management systems also make it easy to set up boilerplate libraries for storing commonly-used forms and basic documents: Another time saver! 

Wednesday, August 30, 2017

Copyrite sponsor Cricket Club

Sarisbury Athletic CC is an Associate Club of Hampshire Cricket in the Community

Copyrite are pleased to be one of the main sponsors for Sarisbury Athletic Cricket Club. The sponsorship is really important as it enables the club to keep their membership fees at a reasonable cost. This means cricket as a sport is available to all in the local community. 

Good luck Chaps!

Case Study - Dorset Orthopaedic

Dorset Orthopaedic were having problems with poor print quality, reliability, and the cost of expensive consumables 

About the Company: 
As an independent provider of prosthetic, orthotic and rehabilitation services, Dorset Orthopaedic pride themselves in continually seeking to understand a clients' unique requirements and deliver what they need. It's this bespoke service and attention to detail that has gained them their reputation for quality and personalised service for almost 30 years.

Business Challenge:
The company owned a fleet of HP laser printers. The print quality was poor, there were reliability issues and lengthly machine breakdowns affected productivity. The lack of a service agreement resulted in extra work for the IT department who were responsible for fixing any problems. 
Being able to print documents quickly was essential for the company's processes as it allowed them to respond faster to their clients' complex needs and provide an excellent service.
The consumables were expensive with around £650 a month being spent on printer cartridges alone.

Solution:
To improve the situation it was decided to replace the printers with MFDs (multi-functional devices).  This would lower the cost of print significantly. A service contract was put in place to ensure machine downtime was kept to a minimum, as well as maintaining high print quality.
Adam Willsher, Director at Copyrite, explained: "As a solution; 4 multifunctional devices have been employed across the company and a higher speed printer is now utilised in the legal department where they print high end documents. The automatic toner ordering feature makes logistics seamless"

 - TO find out what Benefits the solution has provided to the company, read the full case study on our website.

Thursday, June 8, 2017

Announcement - WorldoxCloud.uk expands in to EU

We are pleased to announce our new expansion in the EU and agreeing to appoint our first overseas VAR F’act Design in Amsterdam Holland www.factdesign.nl .
F’act Design have been a Worldox reseller for some years now, and have regularly come across the need for a low-cost document storage solution.  Such a solution is most economical when it’s not held on the clients premises; a cloud solution would be perfect.  Until now Worldox USA weren’t able to provide this offer to anyone within the EU due to date storage regulations.  We are pleased to announce that WorldoxCloud.uk is now hosted and replicated in the UK which means that F’act Design can to assist their clients in striving for compliance with the General Data Protection Regulations (GDPR: coming in to force in spring 2018).
F’act Design has successfully migrated its first existing Worldox GX3 customer to WorldoxCloud.uk, including managing end-user training to show the additional features and interface in WorldoxCloud.uk GX4 Productivity Suite.
We are seeking further VAR’s dealers in the EU to assist in distribution of WorldoxCloud.uk, please contact us if you are interested?

Tuesday, May 30, 2017

Are your paper documents ready for the new legislation? Businesses have less than 12 months to prepare for GDPR...

GDPR is the European Union's General Data Protection Regulation. 
Here is our summary:
  • Individuals will be given more control over how their data is used
  • Data must be portable between service providers
  • Policies must be more transparent and easy to understand
  • Privacy and Security needs to be introduced to workflows
  • Much bigger fines
This is great news for consumers, but it presents a complex challenge for businesses. 

Challenges and Penalties 
You are probably familiar with the 'cookie law' which focuses on website opt-ins. GDPR, however, goes much further. 
Users will be able to demand the full deletion of all their details for instance, as well as ask for their data in a portable format that can be transferred between data processing entities. 
Penalties for not complying with the new regulation are huge. It can trigger a fine of up to 20 million euros or 4% of total revenue, whichever is the greater. Note: that is revenue and not profit they measure, which could be particularly painful for smaller businesses. Can your company really afford to take a 4% hit on revenues?

When must businesses act and how?
The law will come into force across Europe in May 2018 and applies to businesses of all sizes. While that is still a considerable distance away, the complexities surrounding GDPR should be heeded with care.
According to Computer Weekly, 44% of IT professionals are unaware of the incoming rules. And a separate piece of research by Dell suggests 97% of all businesses don't have a plan in place to deal with GDPR.
To help companies ensure their paper records adhere - here are some areas to consider:

1. Can you locate all the information you need?
Before you can de-personalise or delete information you need to be able to find it. The reforms will enforce the consumer's 'right to be forgotten' in European law and businesses will need to respond to requests to delete personal information. Unfortunately, while it may be easy to remove digital data from a record or database, hard copies are far more difficult to locate, monitor and dispose of. 

2. How many copies of your documents exist?
Be aware that paper often leads a double or triple life. Clearly defined processes for managing information from creation to secure destruction may not be enough on their own. Paper can slip through the cracks of the strictest information classification and storage policies, simply by being copied or printed and left lying around, carelessly disposed of, or even removed from a secure building.

3. How do you guarantee privacy of the documents?
The GDPR aims to ensure privacy during information production, management and disposal. For paper this will all be about information handling processes. Organisations should make it difficult, if not impossible, for unauthorised people to access or make copies of documents that carry personal information. 

There is an easier option.
Digitising your paper files and managing them with a document management system will give you a complete control over your documents and keep them secure. 

Please speak to Ava today on 03332 413 055 to arrange a free consultation or email us

Case Study - DG Law

DG Law has improved response times, efficiency and security with Worldox Document Management System.

About the company:
A boutique law firm based in central London, DG Law helps individuals, directors and businesses to resolve - and avoid - legal problems.

Business Challenge:Legal firms generate large amounts of paperwork where many documents are required to be kept for years. Paper was taking up valuable office space. Staff were hired just for filing. Searching for any information was inefficient.

Large amounts of information and documents were conveyed by emails which was hard to track. 
Information on clients and matters was held in different areas i.e. some electronic format, some paper format and some in email format.

Solution:
A number of solutions were reviewed and Worldox Document Management was the best fit. 

Worldox allows you to work flexibly with full integration with Microsoft Office including Outlook. All data for a particular client is in one place without the need to switch applications. Searching for documents is very easy and allows the fee earners to respond to queries immediately. 

The need to review documents online was a concern. However this was easily fixed by fee earners having two or three large monitors. Worldox allows them to annotate the digital files which helps with reviewing and adding notes. 

Every person in the office has a scanner which allows them to turn any incoming paper document into an electronic format as early as possible. 

...

To find out the full benefits that Worldox has brought to DG Law and what the Director has to say, read the rest of the case study on our website

Tuesday, May 16, 2017

Copyrite are supporting Hampshire Cricket for 2017

Copyrite's David Beale and Ava Lambert with the team
We have renewed our sponsorship agreement with Hampshire Cricket.

Hampshire Cricket Commercial Director, Stuart Robertson said: "We are delighted to have renewed our long-standing agreement with Copyrite which represents a genuine, mutually beneficial partnership for both parties"

Ian Stewart, Director at Copyrite commented: "We are proud to sponsor Hampshire Cricket as we feel sport pays an important role in the local community. We always enjoy the games and many of our customers have experienced the superb corporate hospitality which Hampshire Cricket has to offer. We are looking forward to the forthcoming season and wish all players and staff a very successful 2017"

We can't wait for the T20s to start :-) Go Hampshire!