See how mail scanning can help your document flow.
Boost Productivity and Save Time: Eliminate Manual Paper Handling with our mail document scanning for law offices.
In a daily basis, a Law office deals with a big amount of mail, from court documents and client correspondence to legal briefs and contracts, the volume of paper can quickly become overwhelming. Our mail document scanning service for law offices is here to alleviate the burden of managing and storing physical documents, offering you a seamless transition to a digital workflow.
Once your mail is scanned, we employ advanced Optical Character Recognition (OCR) technology to make your documents fully searchable. This means that you can easily locate specific files or keywords within seconds, saving you valuable time and effort. No more digging through stacks of paper or filing cabinets – all your important documents will be just a few clicks away.
Security is a top priority for us, especially when it comes to handling sensitive legal information. We understand the importance of confidentiality in the legal profession, and we have implemented stringent measures to ensure the privacy and security of your documents. Our state-of-the-art encryption protocols and secure servers guarantee that your files are protected from unauthorized access or data breaches.
In addition to the convenience and security benefits, our mail document scanning service also offers significant cost savings. By eliminating the need for physical storage space and reducing paper consumption, you can free up valuable office real estate and reduce your environmental footprint. Moreover, digitizing your documents allows for easier collaboration among team members, regardless of their physical location.
With our mail document scanning service, you can transform your law office into a more efficient, productive, and environmentally friendly workplace. Say goodbye to the mountains of paperwork and embrace the digital age of document management. Contact us today to learn more about how we can tailor our service to meet the unique needs of your law office.
5. Streamlined Collaboration For Mail Document Scanning For Law Offices
One of the key benefits of mail document scanning for law offices is the ability to streamline collaboration among team members. With digital documents, multiple staff members can access and work on the same file simultaneously, regardless of their physical location. This eliminates the need for physical copies to be passed around or transported between offices, saving time and reducing the risk of documents being lost or misplaced.
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Contact us to find out more
(818) 429-5069 or Info@AccessComputerSoftware.com
Find out more about Digitizing Services!
Document Scanning | Large Format Scanning | Picture Scanning | Video to Digital
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DocuXplorer was created to suit the needs of small and mid-sized businesses, providing an intuitive and user-friendly interface, requiring no technical expertise to operate, and with the robust capabilities enjoyed by large corporations.
Whether you’re looking to replace your current document management software, build a new system, or just go paperless, DocuXplorer has you covered. With highly praised support services, you’ll enjoy a quick install, comprehensive onboarding, personalized support, and consistent product development, keeping your system up to date and ready for the changes of the future.
Incorporated in New York City and headquartered in Charleston, South Carolina, and with offices in both North and South America, DocuXplorer is a privately held company dedicated to providing easy-to-use and wholly integrated document management solutions – both client-based and hosted. Founded in 1997, DocuXplorer currently services thousands of users globally in a variety of organizations and industries such as government agencies, educational institutions, financial services, insurance, health care, legal services, real estate, accounting, manufacturing, airline, and retail.
DocuXplorer provides a complete document management solution for document handling and storage. The software offers an extremely effective, user friendly method of quickly finding, sharing, and utilizing all types of documents, whether scanned or electronic. Since the initial release of DocuXplorer, the ease-of-use, security, reliability, and affordability is available to businesses of all sizes. DocuXplorer employs a familiar Windows Explorer-style interface, making it a simple yet robust, low-cost solution that requires little training and virtually no technology expertise.
Services
DX Secure Backup
Enjoy the peace of mind that comes with knowing your data is safe, secure, and 100% backed up. With DX Secure Backup, you never have to worry about your hard drive crashing, corrupted files, or your hardware being stolen. Complete with professional installation and automatic backups, the best protection possible can be yours for a highly competitive rate when bundled with our document management platform.
DX Cloud Hosting
Host your data in the cloud! DX Cloud Hosting is ideal for digital document management, fast retrieval, and automated work management. Through a partnership with Microsoft Azure, DX Cloud Hosting will dramatically reduce your reliance on IT staff or outside consultants, saving your organization time and money. You will enjoy automated data backup, SSL security encryption and peace of mind knowing that your scanned documents are safe, secure, and backed up!
Pair DX Cloud Hosting with DX Secure Backup for maximum flexibility and security.
Web & Mobile Access
Web-based document management from DocuXplorer makes remote document access easy.
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Integrations
DocuXplorer offers a variety of pre-built integrations along with the ability to quickly and easily integrate with other programs using our Application Programming Interface (API) tool.
Microsoft Office Integration (Included in all versions)
QuickBooks Integration (Included with Subscription)
DocuXplorer automatically creates the specific Index Fields associated with your QuickBooks (both U.S. and U.K. version) transactions. The QuickBooks integration is seamless. Learn More.
DocuSign Digital Signature Integration (Included with Subscription)
DocuSign is trusted by over 750 thousand organizations worldwide. Enjoy the ease and reliability of sending documents in DocuXplorer for signature with DocuSign. Track all DocuSign contracts from your Workflow Dashboard in DX and trigger workflows when contracts are completed. Learn More.
ZorroSign Digital Signature Integration (Included with Subscription)
Run the prebuilt ZorroSign workflow to send documents out for signature.
ZorroSign provides the highest level of certifications and additionally provides equal and at times superior levels of privacy and security when compared to government and bank standards. ZorroSign's technology runs on blockchain, providing the most secure platform available today, and is the only solution on the marketing using the patented digital signature technology, ZorroSign documents will always be legally accepted. Learn More.
Integrations via API
Integrating your current in-house software programs into DocuXplorer is quick and easy using our Application Programming Interface (API) tool. As long as the third-party software has the ability to generate a CSV/Excel file containing the metadata assigned to each file in a particular folder, DocuXplorer’s API will be able to seamlessly integrate our API with yours.
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Consulting Services
DocuXplorer offers a variety of document management consulting services in addition to providing the most robust and industry-leading document management solution.
DocuXplorer Install & Taxonomy Consulting (most popular)
The most efficient way to get DocuXplorer up and running, your document management strategy implemented, and your team onboarded. Let one of our skilled technicians install DocuXplorer on your system and teach you how to set it up on individual workstations. Then, enjoy three (one-hour) Taxonomy sessions to strategize and build your custom Library Structure and teach you how to import your documents. Once this is complete, your team can begin using DocuXplorer without any technical expertise.
Document Management Consulting
The benefits of restructuring your business workflow process can sometimes be difficult to recognize amidst the clutter of your current system. But cutting back on costs and boosting your productivity can often be as simple as utilizing the experience of highly trained business process professionals. Allow our expert document management services consultants to show you the ropes.
Taxonomy Consulting
Our taxonomy consultants understand the importance of organization and workflow when it comes to the efficiency and profitability of small businesses. DocuXplorer's document management experts will work with you to effectively structure your documents and achieve the optimal document management strategy for your business.
The document management taxonomy division of our document management consulting services unit was established in January of 2011 in response to overwhelming client demand for help in designing the most effective organization of DocuXplorer’s cabinet structure. Its consultants, with over two decades of experience in document management taxonomy, are equipped with the skills necessary to design and implement solutions to DocuXplorer client concerns and to help clients optimize their document management strategy.
While our document management taxonomy consulting services are customized to meet the unique needs of each client, the following are examples of the types of consultations we offer:
Customized Set-Up
DocuXplorer’s virtual cabinets and folders are pre-configured to conform with your firm’s organizational structure and workflow procedures, before you begin to import documents. Based on your needs, a file structure can be created for an entire firm or for an individual function or department to facilitate finding the right information at the right time.
Diagnostic
Your current library configuration and indexing practices are analyzed to determine if you are getting the most out of the system. Recommendations focus on suggestions for facilitating document input and improving search results.
Search Clinic
Learn more about how searches work within DocuXplorer and what can be done to enhance search results throughout your firm. Current indexing practices are reviewed against a sampling of actual searches. Recommendations are formulated to suggest adjustments which will enhance search precision.
Records Management
Use DocuXplorer to facilitate compliance with your firm’s records retention guidelines. Have the DocuXplorer index sets updated so they can be used to track key review and action dates dictated by your records management policy.
Training
Customized employee training modules developed and delivered on any aspect of DocuXplorer usage, including:
DocuXplorer Training
Do you have a new employee who needs to be onboarded to understand the many features and benefits of DocuXplorer, or do you want to better understand some of the features you may not have been using at full capacity? We offer customized training on a per-hour basis to ensure you and your workforce are utilizing DocuXplorer's full functionality to its greatest extent.
Automated Workflow and BPM Services
Take advantage of our expertise in workflow design and implementation by utilizing one of our consultants to build a customized workflow for your specific needs. Whether it's to manage expense reports, prospective new hire resumes, or standard operating procedure updates, our consultants will create the unique workflow you need.
OCR and Smart Capture Training
Learn to harness the power of OCR and Smart Capture to automate the import process of documents. What used to take weeks of manpower can take a few minutes to set up and automate.
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Document Capture and Import
Adding files to DocuXplorer is simple and can be done with a variety of methods.
PDF Print Driver
Capture information from any webpage or application to be stored quickly and easily as a PDF. If you can print it, you can seamlessly import it into DocuXplorer.
Optical Character Recognition (OCR)
OCR is a process where DocuXplorer converts scanned images of text (available in 110+ languages) to electronic text that can be searched, indexed, and retrieved within the software.
You can automate the capturing of unstructured content to predefined locations by populating index set field data extracted from the document, reducing the amount of human interaction and reducing labor costs. This is invaluable when importing large quantities of documents.
Smart Capture
Our built-in proprietary technology imports files directly into a specific Cabinet, Drawer, and Folder, and DocuXplorer can automatically populate index set field data (such as invoice number or date).
DX Import Engine (included with Subscription)
DocuXplorer’s Import Engine allows users to automatically import index data and documents from an external source using a user-created job file. The job file can be any database-formatted file type. The job file data defines the location of the files to be imported, the location where the document is to be stored in DocuXplorer, and the index data to be associated with each document.
The document import engine will create new Cabinets, Drawers, and Folders as needed, as well as import files and populate index fields associated with the documents. DocuXplorer's document Import Engine can also monitor a folder on a hard drive and automatically recognize a new job file added to that folder. DocuXplorer will then transparently run the import job. Our document import engine not only interfaces with Windows, Novell, and Linux, but also with AS400 ensuring a seamless process each and every time it runs. The Import Engine also works seamlessly with the Smart Capture feature.
Client use cases have shown to run upwards of 100,000 documents per day. This feature dramatically reduces the laborious task of data entry.
DX Email Assistant (included with Subscription)
Let DocuXplorer monitor an email address and automatically file and index emails and their attachments into DocuXplorer. You can also trigger follow-up workflows when new emails are added to the system. Clients have used this to streamline applications and incoming vendor invoices but the options are endless.
Custom File Structure
DocuXplorer’s organizational structure (The Library Tree) is based on the familiar Cabinet, Drawer, and Folder system but enables flexibility that goes beyond the physical world and empowers you to optimize your business processes in a completely customizable fashion that works for you.
The more organized your system’s structure is from the beginning, the better it will perform in the long run. We provide Taxonomy Consulting sessions to optimize your document management strategy and ensure you start off on the right foot.
Quick Find
DocuXplorer’s robust search engine can instantly find a single document amongst millions of documents in the database.
Version Control
Maintain and track a history of changes you and other users make to any file type you store in DocuXplorer. This can be set as a default or on a document-by-document basis. Document versions are tracked by the time and date of modification and by author. The integrity of prior versions is always maintained.
Collaboration
Set tasks, reminders, and statuses to documents, so your team stays up to date with current versions and next step action items.
Determine your current document processing costs with our DMS ROI Calculator.
Document Signing
DocuXplorer works with all e-signature tools using our API. Our native integration with DocuSign and ZorroSign provides a seamless process to send documents for encrypted, legally binding signatures with quick lookup in the future.
Automated Workflow
Eliminate repetitive and time-consuming tasks, enable collaboration, and boost productivity. The workflow designer lets you automate each step in your organization’s many business processes. As your documents are added to a workflow, they are sent to the right people, with email notifications alerting users to take the next step.
For power users and administrators, our business process management solution allows you to monitor and track a particular document’s status and progress, so you can anticipate any potential issues before they happen! Best of all, employees are now free to handle more productive day-to-day tasks.
This value-added functionality allows users to:
DocuXplorer comes with a library of the most common workflows including setting reminders, request for approval, digital signatures, and setting a scheduled report. You can use these out of the box, make your own edits, start from scratch, or have an expert build them for you. Learn more.
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Security is paramount for our clients. DocuXplorer uses various levels of obfuscation or encryption to store and communicate its data from unauthorized individuals. DocuXplorer uses simple variable-length keys from 1 to 256 bytes to initialize a 256-byte state table to the Federal Information Processing Standard, known as FIPS, to protect your information. FIPS protection is sold as an additional module for our hosted service subscribers.
DocuXplorer enables clients to be compliant with government requirements for document security including HIPAA, SEC, Sarbanes-Oxley, FINRA, and EU GDPR regulations. Our built-in multilevel security system ensures your confidential data is safeguarded.
User Permissions
Audit Trail
Whether it’s because of government regulations or because you simply want to track your users’ progress, DocuXplorer has you covered by providing a documented timestamped audit trail.
Document Event Log
The Document Event Log tracks every action taken on a document, stamping it with the event date and time, and the name of the operator who performed the action.
Library Event Log
The Library Event Log captures data on every action taken on every document in the Library that can then be used to create reports and track user activity.
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- DocuXplorer can operate on a client’s existing network hardware.
- Workstations require Microsoft Windows 7 or greater and supported hardware.
- Use Remote Desktop access to enjoy the full benefits of DocuXplorer.
- Web Access can be used by end-users with read and write or read-only capabilities.
- Windows 2008 or greater
- Agfa
- Artek
- Avigramm
- Avision
- Bell & Howell
- BenQ(Acer)
- Brother
- Canon
- Epson
- Fujitsu
- Genius
- Hewlett-Packard
- Lexmark
- Microtek
- Mustek
- Panasonic
- Plustek
- Primax
- Relisys
- Umax
- Visioneer
- Xerox
- Users enjoy priority access and unlimited phone and web-based technical support with one of our trained technicians. Clients have the added bonus of receiving new features, bug fixes, and other product enhancements before the scheduled release dates. Most popular with new clients and enterprise clients.
- Incidents are limited to basic usage issues (i.e., “How do I find a file?”). Level 1 support excludes consulting services, training, and database repairs.
- Hourly support covering all aspects of DocuXplorer. Level 2 excludes consulting services, training, and database repairs.
- Hourly support covering consulting services, training, and database repairs.
MINIMUM SYSTEM REQUIREMENTS
Microsoft Users
Basic requirements for hardware prior to implementation:
Apple Users
Enterprise Server recommendations
Compatible Scanners
Any scanner that supports a TWAIN driver is compatible with DocuXplorer. All of the scanner models listed below have been tested with their supplied TWAIN drivers and also appear to have interfaced successfully with all versions of DocuXplorer. Nonetheless, Archive Power Systems, Inc. cannot guarantee that these scanners will be fully compatible with the DocuXplorer product line due to the fact that we were unable to encompass all the possible operating systems and scanner drivers during the rigorous testing process.
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Technical Support
Email technical support is free between 8am - 6pm (U.S. Eastern Time).
Additional support may be purchased so that assistance can be provided after hours or on weekends. In these cases, we offer several levels of pay-per-incident phone support or Super Support—an industry-leading support solution.
We offer four levels of support based on the particular issue:
Super Support (most popular)
Level 1 Support
Level 2 Support
Level 3 Support
YOUR SUPPORT TEAM
Account Manager: You will be assigned a personal account manager to help you with any issues you may experience. Your account manager will maintain regular contact to ensure the software is performing properly and to address any training needs required by users.
Development Team: Our Development team makes ongoing updates, bug fixes, and upgrades to the software to maintain leadership in the industry. If a client has specific feature requests that may not be available in the current version, DocuXplorer will add this to our list of client requests for a future build.
Disclaimer: Information may not be accurate or may change at any time. Access Scanning is just a re-seller, manufacturer owns rights and trademarks of software. Description was provided by manufacturer.
6. Disaster Recovery
In the event of a natural disaster or unforeseen circumstances, physical documents can be easily destroyed or damaged. However, with digital mail scanning, you have a reliable backup of all your important mail documents. These digital copies can be securely stored in the cloud or on external servers, ensuring that even if your physical office is inaccessible, your documents are safe and accessible.
7. Eco-Friendly Solution
Transitioning to mail document scanning not only benefits your law office but also the environment. By reducing your reliance on paper, you contribute to the conservation of trees and reduce carbon emissions associated with paper production. Additionally, digitizing your mail reduces the need for physical transportation, further minimizing your carbon footprint.
8. Compliance and Record Keeping
Law offices are required to comply with strict regulations regarding document retention and record keeping. With mail document scanning, you can easily maintain and organize your records in a secure and compliant manner. Digital documents can be indexed, tagged, and stored according to specific criteria, making it easier to locate and retrieve information when needed.
9. Improved Client Service
By digitizing your mail, you can enhance your overall client service experience. Digital documents can be quickly and easily shared with clients, eliminating the need for physical copies or lengthy mailing processes. This allows for faster response times and improved communication with your clients, leading to increased client satisfaction.
10. Scalability and Flexibility
As your law office grows, the volume of mail documents also increases. With mail document scanning, you have the flexibility to scale your document management system to accommodate your expanding needs. Whether you receive a few documents a day or hundreds, digital scanning can handle the workload efficiently and effectively.
In conclusion, mail document scanning offers numerous benefits for law offices, including enhanced efficiency, improved accessibility, enhanced security, cost savings, streamlined collaboration, disaster recovery, eco-friendliness, compliance and record keeping, improved client service, and scalability and flexibility. By embracing digital scanning, law offices can modernize their operations, improve productivity, and provide better service to their clients.
How Our Mail Document Scanning Service Works
Our mail Document Scanning Services is designed to be simple and convenient for law offices. Here’s how it works:
1. Collection and Transportation
We provide secure collection and transportation of your mail documents from your office to our scanning facility. Our trained professionals handle your mail with utmost care and ensure its safe arrival at our facility.
2. Document Preparation
Upon receiving your mail, our team prepares the documents for scanning. This includes removing staples, paperclips, and any other physical attachments that may hinder the scanning process. We also straighten and organize the pages to ensure optimal scan quality.
3. Scanning and Indexing
Using state-of-the-art scanning equipment, we convert your mail documents into high-resolution digital files. Our scanners capture every detail, ensuring the utmost clarity and legibility of your documents. We also provide indexing services, where we assign searchable keywords and metadata to each document for easy retrieval.
4. Quality Assurance
Before delivering the scanned documents to you, we perform a thorough quality assurance check. This ensures that all pages are accurately scanned, legible, and properly indexed. We strive for perfection in every aspect of our service, so you can trust the quality of the digital documents you receive.
5. Delivery and Integration
Once the scanning and quality assurance processes are complete, we deliver the digital files to you in your preferred format. Whether you prefer PDF, TIFF, or any other file format, we can accommodate your needs. We also offer integration services to seamlessly integrate the scanned documents into your existing document management system.
Our mail document scanning service provides numerous benefits for law offices. Firstly, it eliminates the need for physical storage space, as all your documents will be digitized and easily accessible on your computer or document management system. This can greatly reduce clutter and improve the overall organization of your office.
Additionally, our service ensures the security and confidentiality of your sensitive legal documents. Our scanning facility is equipped with advanced security measures, including surveillance cameras, access control systems, and secure file transfer protocols. We understand the importance of maintaining client confidentiality, and we take every precaution to protect your data.
Furthermore, our scanning service offers a significant time-saving advantage. Instead of spending hours searching through physical files, you can quickly locate and retrieve the digital documents you need with a simple keyword search. This can greatly improve efficiency and productivity in your law office, allowing you to focus on more important tasks.
Lastly, our mail Document Scanning Services promotes environmental sustainability. By reducing the need for paper documents, you can contribute to the preservation of forests and reduce your carbon footprint. This aligns with the growing trend of businesses adopting eco-friendly practices and can enhance your reputation as an environmentally responsible law office.
In conclusion, our mail document scanning service offers a convenient, secure, and efficient solution for law offices. With our streamlined processes, advanced technology, and commitment to quality, you can trust us to digitize your mail documents with precision and care. Experience the benefits of a paperless office and revolutionize the way you manage your legal documents.
Why Choose Our Mail Document Scanning Service
When it comes to mail document scanning for law offices, we stand out from the competition. Here’s why you should choose our service:
1. Expertise in Legal Document Management
We specialize in serving law offices and understand the unique requirements and challenges you face. Our team has extensive experience in legal document management, ensuring that your mail documents are handled with the utmost care and confidentiality.
2. Advanced Security Measures
We prioritize the security of your sensitive information. Our scanning facility is equipped with advanced security measures to protect your documents from unauthorized access, loss, or theft. You can trust that your confidential mail documents are in safe hands.
3. Customizable Solutions
We understand that every law office has different needs and preferences. That’s why we offer customizable solutions to meet your specific requirements. Whether you need a one-time scanning project or ongoing mail document management, we can tailor our services to fit your needs.
4. Quick Turnaround Time
We understand the importance of timely access to your mail documents. Our efficient scanning process allows us to deliver the digital files to you within a quick turnaround time. You can count on us to provide prompt and reliable service.
5. Excellent Customer Support
We pride ourselves on delivering exceptional customer support. Our friendly and knowledgeable team is always available to answer your questions, address your concerns, and provide assistance whenever you need it. We value your satisfaction and strive to exceed your expectations.
In addition to these key reasons, there are several other benefits to choosing our mail Document Scanning Services. One of the major advantages is the significant reduction in physical storage space required for your mail documents. By digitizing your documents, you can eliminate the need for bulky filing cabinets and free up valuable office space.
Furthermore, our scanning service allows for easy and efficient document retrieval. Instead of spending hours searching through stacks of paper, you can quickly locate and access the digital files you need with just a few clicks. This streamlined process can greatly improve productivity and save your staff valuable time.
Moreover, our scanning service is not limited to standard paper documents. We can also digitize various mail formats, including envelopes, packages, and oversized documents. This versatility ensures that all your mail documents can be efficiently processed and stored digitally.
Lastly, our mail document scanning service is cost-effective. By eliminating the need for physical storage space, reducing the risk of document loss or damage, and improving overall efficiency, you can save both time and money in the long run. Our competitive pricing ensures that you get the best value for your investment.
In conclusion, when choosing a mail document scanning service for your law office, our expertise in legal document management, advanced security measures, customizable solutions, quick turnaround time, and excellent customer support set us apart from the competition. With the additional benefits of reduced physical storage space, improved document retrieval, versatility in processing various mail formats, and cost-effectiveness, our service provides a comprehensive solution to your mail document management needs.
Contact Us for Mail Document Scanning
Ready to streamline your mail management and embrace the benefits of digital scanning for your law office? Contact us today to learn more about our mail document scanning service and discuss how we can assist you. We understand the unique challenges that law offices face when it comes to managing large volumes of mail and documents. Our team of experts has extensive experience in providing efficient and secure document scanning services tailored specifically to the needs of legal professionals.
By partnering with us, you can say goodbye to the time-consuming and error-prone process of manually sorting, filing, and retrieving physical mail. Our advanced scanning technology allows us to quickly and accurately convert your incoming mail into high-quality digital files. Whether it’s correspondence, contracts, court documents, or any other type of mail, our scanning process ensures that every document is captured with precision and clarity.
In addition to improving efficiency and accessibility, our mail Document Scanning Services can also help you reduce costs. By eliminating the need for physical storage, you can significantly reduce expenses associated with paper, printing, and storage space. Moreover, our streamlined document retrieval process eliminates the time wasted on searching through stacks of paper, allowing your team to focus on more valuable tasks.
At Access Scanning, we pride ourselves on delivering exceptional customer service and tailored solutions to meet the unique needs of each client. Our team of dedicated professionals will work closely with you to understand your specific requirements and develop a customized scanning plan that aligns with your goals and budget. We are committed to providing you with a seamless transition to digital mail management, enabling you to save time, reduce costs, and improve productivity.
Contact us today to schedule a consultation and take the first step towards transforming your law office’s mail management processes. We look forward to partnering with you and helping you unlock the full potential of digital scanning for your business.