Paris Smith implemented Worldox as their Document Management Solution to simplify, control and manage documents throughout the business

Profile

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 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 considered 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 of the staff. It facilitates collaboration amongst legal teams serving the same client or working on the same matter. 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 is a vital part in their plan to significantly reduce their reliance on paper files.

Benefits

  • Ability to find information quickly and improve response times to clients
  • Holistic view of clients' paperwork - including all electronic files, scanned images and emails
  • Efficiency gains - less time wasted looking for documents
  • Easier collaboration by colleagues on a matter
  • Fine-grained security prohibits unauthorised use
  • No need to keep switching application as all documents can be accessed via Outlook
  • Full audit trails to aid compliance
  • In due course reduced storage costs for historic files
  • Reduced storage space associated with current files
  • Part of the firm's solution to prevent Cybercrime

Paris Smith Practice Director, Alan Cousins, explained, "The decision to use Worldox as part of our Document Management strategy was not only about technology but about streamlined service delivery to reduce costs while increasing productivity, quality assurance and value, required by our clients. We have relied on Copyrite to help us respond effectively to our challenges and put our clients at the centre of what we do."

Copyrite Director, Ben Summerfield commented, "As a trusted partner with the technical expertise to provide consultancy, project management and support, we recommend Worldox. Paris Smith considered competitive solutions such as HP's iManage Work (formally HP Worksite). However, Worldox offered the dame or improved functionality with a lower TCO and keeping the ongoing administration cost as well as the initial purchase cost as low as possible without compromise".

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