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January 04, 2022

Docufree's 2021 AWARD FINALIST CASE STUDY: Best Achievement in Operational Excellence to deliver Digital Transformation

Read this article about Docufree, Finalist in the Best Achievement in Operational Excellence to deliver Digital Transformation, selected by the independent judging panel, for the 2021 Digital Transformation & Operational Excellence Industry Awards program.

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Physical to Digital Mailroom Operations for Law Firms

Most law firms still receive, send, and manage physical mail by hand from the office. The challenge is ensuring it’s delivered on time to the right people and acted on quickly according to policy. A tall feat when you’re dealing with paper, push carts, and staff and attorneys spread across multiple offices or working remotely, each with their own methods for handling mail. With the mailroom being the entry point to the firm, the faster these essential documents are captured and turned into usable, readily available data, the faster you can drive better, transformative processes.

Morgan & Morgan, the nation’s largest personal injury and consumer protection law firm, recognized this and set out to transform their mail processes into a digitized, automated solution that empowered staff and attorneys to receive and efficiently act on mail from anywhere while ensuring compliance.

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With 60-plus locations receiving 80,000 pieces of case related mail per month, this was no small undertaking. In such a highly distributed, paper-based environment with limited visibility, staff members were processing and responding to mail in their own ways and losing valuable time to open, review, scan, and post mail to relevant matter files in their case management system.

Enter Docufree Digital Mail. The solution leverages Docufree’s enterprise information management infrastructure and SaaS and BPaaS platform capabilities with bi-directional integration to capture case related mail, instantly recognize and classify documents, extract and apply key data, feed workflow processes, and securely deliver information to authorized users regardless of their physical location.

The Challenge

  • Offices lined with file cabinets full of paper documents
  • 60+ locations receiving 1,000,000 pieces of case related mail per month
  • Paralegals manually scanning, uploading, naming, and attaching
    documents into case management system
  • Misdelivered, delayed, and misplaced mail and checks
  • Struggling to get mail routed to the right recipient
  • Manually creating outbound responses from scratch
  • No visibility into mail volumes, actions, or statuses 

Docufree Solution

  • Docufree receives, opens, scans, and tracks all USPS inbound mail
  • Extracts and validates the data from each mail piece such as matter number, injured party, policy number to ensure precise automated routing to the right recipient
  • Auto-manifests all incoming checks to track whereabouts at all time
  • Outbound mail services integrated with Case Management System
  • 1:1 tracking on all inbound mail pieces for tracking, reporting and compliance
  • Workflow monitoring for tracking and workload balancing

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The Results

  • Reclaimed physical space with significantly less paper stored on-site and coming in through the door
  • Increased productivity with inbound mail processing reduced from 30 - 45 minutes to 5 minutes
  • Increased accuracy and promptness of mail delivery
  • Provides the foundation to automate downstream tasks triggered by inbound mail
  • Increased accountability through tracking and reporting of mail processing times
  • Total visibility into the entire inbound and outbound mail operation
  • Remote access to incoming and outgoing mail services directly from case management system
  • Complete audit trail and history of every document processed for compliance purposes
  • Faster decisions led to fewer prospects lost to competition in the highly competitive personal injury field.

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Digital Transformation & Operational Excellence Industry Awards 2021

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About the Awards

The Digital Transformation & Operational Excellence Awards have been established to showcase globally the most outstanding achievements through the application of Business Transformation, Digital Transformation, Operational Excellence & Innovation Excellence programs. Click here to view the Press Release.

The winners will be announced at the Awards Ceremony at The Digital Transformation & Operational Excellence World Awards (DTOES) on Wednesday, December 15th, 2021, from 6:30 PM at Renaissance Orlando at SeaWorld®.

The Business Transformation & Operational Excellence Awards are open to all organizations, both private and public sector, across the globe, which have implemented Business Transformation, Digital Transformation, Operational Excellence & Innovation Excellence programs to deliver outstanding business results.

The Awards will be held in conjunction with the Business Transformation & Operational Excellence World Summit, BTOES 2021 on December 15, 2021, at the Renaissance Orlando at SeaWorld®. Click to access the agenda, view the current speakers, and watch the highlights video from last year.

Speakers

Agenda

Highlight Video 

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BTOES.com

The issues in this article are just one of topic areas that are going to be discussed at the Business Transformation & Operational Excellence World Summit & Industry

BTOES is the industry’s biggest and best, senior-level, cross-industry gathering of Business Transformation & Operational Excellence industry leaders and senior executives.

With over 150 speakers, over 100 sessions, 12 Keynotes, 9 Track Themes, 5 parallel tracks, 60+ track sessions, 50 roundtable discussions, 20 Interactive Workshops, 6 Thought Leader Panels, 5 Leaders Boardrooms, 5 co-located events, the Industry Awards Program, Site Visits, 20+ hours of social networking including 2 gala cocktail parties, dinners, numerous group activities, this is the ultimate event to benchmark, network and drive Operational Excellence to the next level. 

Quick Links

Speakers

Agenda

BTOES Awards 

There is a strong focus on Cultural Transformation, Customer Delight, Sustaining an Operational Excellence program, Need for end-to-end Business Transformation, Keeping up with new technologies/impact of digitalization and Leadership Buy-in & Understanding. We dedicated two tracks to advanced technologies, such as AI, Machine Learning, RPA, Predictive Analytics, Blockchain, Cloud infrastructure etc.

The agenda is designed to encourage active meaningful conversations through all day enhanced networking and interaction opportunities, including

For more information please email info@proqis.com


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Welcome to BTOES Insights, the content portal for Business Transformation & Operational Excellence opinions, reports & news.

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Featured Content

  • Best Achievement of Operational Excellence in Technology & Communications: IBM
  • Best Achievement of Operational Excellence in Oil & Gas, Power & Utilities: Black & Veatch
  • Best Achievement in Cultural Transformation to deliver a high performing Operational Excellence culture: NextEra Energy
   
Operational Excellence Frameworks and Learning Resources, Customer Experience, Digital Transformation and more introductions
  • Intelligent BPM Systems: Impact & Opportunity
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  • Six Sigma's Best Kept Secret: Motorola & The Malcolm Baldrige Awards
  • The Value-Switch for Digitalization Initiatives: Business Process Management
  • Process of Process Management: Strategy Execution in a Digital World

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Proqis Digital Virtual Conference Series

View our schedule of industry leading free to attend virtual conferences. Each a premier gathering of industry thought leaders and experts sharing key solutions to current challenges.

Webinars

 

Delivered by Progressive Thought-Leaders

 

Watch On-Demand Recordings For Free

Watch On-Demand Recording - Access all sessions from progressive thought leaders free of charge from our industry leading virtual conferences.
 

Best-In-Class Training

Delivered by the industry's most progressive thought leaders from the world's top brands.
Start learning today!
 

BTOES From Home - On-Demand

The premier Business Transformation & Operational Excellence Conference. Watch sessions on-demand for free. Use code: BFH1120