Gordons is a leading Yorkshire law firm with offices in Leeds and Bradford. mstore has helped the firm work towards achieving their paper light goals. Stephen Hunter, Head of IT, told us about the benefits they’ve seen since implementing mstore for a digital mailroom solution.
mstore is Arena Group’s, who B2 are part of, document management software which is applied across a wide range of sectors to transform any heavily paper-based processes into more efficient and streamlined digital working. Legal firms are using mstore to speed up the process of distributing daily post to fee earners. Stephen put in his own words how mstore is used at Gordons.
“It’s basically an electronic post room solution that automatically files items of post in batches, then fires them straight into our case management system. It matches the matter reference and the document type, files it into the case management system, then notifies the fee earner by email, saying the piece of mail is now available for review. It essentially processes the physical post for us.”
Currently, mstore is being used by the Personal Injury and Residential Conveyancing specialists at their Bradford office as these departments receive the most post. After seeing the benefits of mstore, Gordons intend to roll out the solution firm wide.
“The main benefit is the fee earners get the post earlier than when they used to. As all the documents are filed into the system automatically and we don’t have the labour-intensive task of scanning physical post, getting the email and dragging it into the CMS, it’s already in there so it’s much more efficient. mstore has played a part in our paper light initiative as traditionally, there would be massive paper folders with piles of paper on peoples’ desk. From a disaster recovery point of view, as everything is now digital, if anything ever happened to the office we’ve now got an electronic copy of it, users have the ability to access their case files remotely without the need to physically be in the office.”
Making a fee earner’s time more efficient when managing administrative tasks is a significant benefit of implementing a digital mailroom.
Stephen comments, “The fee earners have definitely seen a time saving in when they receive their post. It now means an expensive resource to the business isn’t getting bogged down with basic admin tasks anymore. They receive the post about an hour earlier and no longer have to filter and sort the post.”
Gordons have remote access software for their staff, meaning new incoming documents can now be accessed from anywhere. This makes remote working easier as hard copies are no longer waiting to be actioned in the office.
“As soon as the post hits the system and someone is logged on at home they can access their documents. We have a good remote access system, the user experience is the same as working in the office. mstore is filing the post straight into our case management system in electronic format and the relevant people are notified by email when it’s there.