5 extra benefits of document solutions for law firms

/ IT Consultancy
November 2nd, 2015

5 benefits of managed document solutions

For the majority of law firms, documents are a critical part of day-to-day business. Hundreds of pages are scanned, copied, faxed and printed every single day. However, this doesn’t mean that document management has to be time-consuming, frustrating and expensive.

In our original blog post, we shared five benefits of managed document solutions with you, but the positives don’t stop there. With the right provider, print and document solutions can have a positive impact on all members of your firm – from Managing Partners through to administrative support staff and your IT team.

Extra benefits of managed document solutions

1. Complete Vision

With detailed reporting, you view statistics such as; who prints most often; the average size of print jobs; the number of grayscale and colour pages, and the type of print jobs. Reports can break down statistics by individual, department or office. Use this data to set effective workflow rules, such as restricting access based on cost, colour mode or size, or to set optimised print budgets to each department. Determine which devices are over or underutilised, whether cost-saving features are being used and which department should be paying the bills.

2. Make employees more efficient

Printing, scanning and copying can sometimes be a frustrating and time-consuming task – but it really doesn’t have to be. Managed document solutions simplify document handling procedures, so employees can complete once lengthy procedures in a few clicks. Devices can also be configured so employees can print from anywhere, from any device, so they can make the best use of their time.

3. Maximise billable hours

When your time is billable you can’t afford to waste a minute. Improved workflows, increased search capabilities and straightforward device interfaces help you make the most of your time. Ensuring it’s not wasted carrying out lengthy tasks. Managed print also makes cost recovery and billing easier. Solutions allow staff to easily assign costs for each job to a cost centre or matter code.

4. Consolidate hardware

An in-depth, personalised analysis of your current systems, by an experienced print and process analyst, will allow you to establish a practical ratio of device per number of employees, for typical floor action. You can reduce the total amount of hardware by finding more efficient options to meet the needs of groups of employees. For example, multifunction devices (MFD) allow printing, copying, scanning and faxing within one machine, combined with a standardised set-up.

Smart load-balancing will ensure that your devices have as long as life as possible. While traditional printer pooling simply sends the document to the first machine available and prints automatically, an intelligent solution will send the document to the server. The user can then release the document at any printer with their login details. If the user realises they actually need to print in colour, they simply need to sign out and sign back in to the correct device. The document will still be waiting in the queue ready to print.

5. Reduce waste

Think you’re being prepared by bulk-ordering toner, paper and ink? Think again. You will end up with stacks of resources gathering dusted and taking up space in the cupboard. Your toner has a use-by-date so your stock could go out of date before you even need it. Some managed solutions have an “auto-order capability” which will place an order for you when stocks start to run low. Others will also have a “phone home” capabilities which can notify an engineer when a device in need of maintenance.