Legal - Out of Control Workflow and Overall Inefficiency

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Industry: Legal

Situation: Law Firm – 120 employees

Challenge: Out of Control Workflow and Overall Inefficiency
Document workflow and staff productivity due to printing capabilities 

  • The law firm experienced multiple issues with their document workflow, including printing, scanning and faxing issues.
    • Current printing hardware could not produce marketing and legal documents on a consistent basis, and they have limited finishing capabilities.
    • Office staff missed project deadlines: 
      • Slow printing capabilities
      • Much of the finishing (collating, folding) had to be done manually.
    • Scan hardware was too slow, especially on very large documents.
      • Large scan projects (in excess of 100,000 pages) could not be handled by scan hardware.
      • Office staff worked overtime.
    • They used 10 standalone fax machines which could not keep up with the demand of the staff.
      • Incoming hard copy faxes were lost or misplaced due to mishandling by the administrative staff.

Solution: ImageRUNNER 6800, ImageRUNNER 9070, Fiery M3 controller, Universal Send, Fax Forwarding/Desktop Faxing

  1. Replaced all 10 standalone fax machines with four (4) multifunction devices.
  2. Improved efficiency of staff by printing documents which required less manual finishing.
  3. Improved the fax document workflow using Fax Forwarding and Desktop Faxing
  4. Improved scanning efficiencies using Universal Send.

Results: Efficiency – and Incredible Costs Recovered!

  1. Eliminated costly analog fax lines (avg. of $30/mo per line for 10 lines = $300).
  2. Saved $6,000 per year by eliminating fax toner costs.
  3. Eliminated paying overtime costs to get projects completed with upgraded finishing capabilities (avg. $2,600/mo. in employee overtime costs).
  4. Reduced the time it takes to print documents, saving approximately 20 hours per month (avg. of $15/hr = $300/mo. savings).
  5. Eliminated lost or misplaced fax documents – saving approximately 10 hours per month in lost productivity (avg of $15/hr = $150/mo. savings).