A prominent legal firm was spending a substantial amount each year outsourcing the scanning and archival of closed case files to a third-party provider. This approach was not only costly but also limited the firm's access to their own data and slowed down retrieval times.
Our Solution:
As part of a targeted digital transformation initiative, we designed and implemented a custom scanning application that enables staff to:
- Scan closed case paper files into high-quality PDFs using the Kodak S3100 IP Scanner, chosen for its speed, reliability, and ability to handle large volumes of legal documents
- Upload documents both to SharePoint and to a local file server, providing flexible access and ensuring redundancy
- Tag each file with essential metadata such as matter reference, client name, and case type—making it easy to search, filter, and retrieve documents quickly within SharePoint
Because SharePoint is included in their existing Microsoft 365 subscription, it became the ultimate cloud-based document management solution—cost-effective, secure, and seamlessly integrated into their workflow, while the local server storage ensures rapid on-site access and backup.
Note: The application is designed specifically to work with the Kodak S3100 Scanner to ensure consistent performance and scanning quality.
The Results:
- Significant Cost Savings: Eliminated the need for third-party archival services, saving thousands annually
- Dual Storage: Files are stored securely in both SharePoint and the local server for flexibility, speed, and peace of mind
- Full Digital Control: All documents are now securely managed in-house
- Faster Access: Staff can instantly retrieve and share case files via SharePoint or locally
- Smart Use of Existing Tools: Leveraged their Microsoft 365 suite to maximize ROI
- Modernized Operations: This project marked a key step in the firm’s broader digital transformation journey—shifting from manual, paper-based processes to efficient, cloud-based systems
This success story demonstrates how a well-targeted digital solution can simplify operations, reduce costs, and empower internal teams—without adding new software subscriptions or disrupting existing infrastructure.
