CaseStudy

From Document Manager Magazine Vol 20 No 04 - July/August

Since implementing an in-house digital mailroom, solicitors Goldsmith Williams is saving 98 hours per week of non-billable time, while improving data protection and eliminating document loss

Based in the heart of Liverpool, Goldsmith Williams Solicitors has specialised in personal injury, property, financial claims, wills and probate markets for over 27 years. It is on the panel of nearly all the leading building societies, banks and centralised lenders and also acts for a wide network of mortgage advisors, packagers, networks and accident claims companies.

MANAGING DAILY PAPER VOLUMES
The firm receives between 7,000 and 8,000 incoming pages per day. Previously, each one had to be manually attached to the correct case file and then distributed to the relevant fee earner. With the number of cases and associated correspondence increasing, a growing number of nonbillable hours were being spent on daily administration tasks. The risk of errors and document losses occurring was high, while the processes of post allocation, filing and maintaining made retrieving client files laborious. Furthermore, Goldsmith Williams did not have a suitable system for prioritising case work.

INTRODUCING A DIGITAL MAILROOM
The vast majority of Goldsmith's paper correspondence was being generated at the point of entry into the organisation - its mailroom. To resolve this issue, the firm selected Capital Capture to design an onsite digital mailroom for its Liverpool headquarters.

This new digital mailroom was configured to improve the management and distribution of incoming mail. Now, approximately 8,000 pages of incoming paper based correspondence are scanned and categorised on a daily basis. 90% of all incoming paperwork is automatically attached to the relevant case file electronically and 60% of all incoming work is with the correct fee earner by 9:30am.

Flexible working arrangements have been made easier by Goldsmith Williams' digital mailroom as employees can now access the electronic case load from home. The bespoke solution was designed by Capital Capture using industry leading capture technology and because it is hosted, it can easily be scaled up or down depending on the clients' requirements.

TIMELY BENEFITS
Goldsmith Williams' digital mailroom is now delivering efficiencies across many areas of the firm. Administration times have been reduced by 33% overall and 98 hours of non-billable fee earners time is saved per week. With the distribution of documents and general communication across the firm made much easier, Goldsmith Williams' fee earners are able to handle higher numbers of individual cases and reduce some case handling times. As a result, the firm can achieve growth by increasing the capacity of existing staff. By ensuring all post is available on a case management system from 7am, Goldsmith Williams' now benefit from flexible and remote working practices. Available office space has increased due to a reduction in the storage of hard copy files, whilst the firm continues to see enhanced business continuity, a transparent audit trail, easier document traceability and file accessibility.

More info: www.capitalcapture.com

CaseStudy