13 July 2009
OUTSOURCE THE SCANNING OF YOUR MAIL
We've been moving in the direction of a paperLESS law firm and one of the next items on our list of tasks is to have our receptionist scan all of our daily mail and enter the scanned documents in to our case management system.
I read with interest an article in today's New York Times that might offer a way to outsource some of that function if it turns out to be too much for our receptionist. The article discusses the services of a company called Earth Class Mail that receives your mail and scans it for you. Here's how it works -
1. You choose one of Earth Class Mail's addresses and then notify your mailers.
2. Earth Class Mail receives your mail, scans the envelope and emails you the scan.
3. You then tell ECM to a) scan the contents and email to you, b) shred and/or recycle the letter and c) forward the mail on to you.
The company represents that it has security controls to ensure confidentiality.
I do see some problems with this system. For one, notifying everyone of the change in address would be a pain. And if you don't like the company, you're going to have to notify everyone again of a new address. Also, if you need a hard copy of the letter right away, you're looking at a delay because the letter needs to be remailed. And, of course, you need to determine if the costs are worth it or if you can do the job in house.
Still, the idea here is intriguing and worth consideration.
Incidentally, paperLESS is a term coined by my friend Ross Kodner who is the ultimate guru for law offices moving in this direction. Ross recommended the Fujitsu ScanSnap printers which we're using (and loving) in our office.
# posted by Greg Siskind @ 2:37 PM
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I read with interest an article in today's New York Times that might offer a way to outsource some of that function if it turns out to be too much for our receptionist. The article discusses the services of a company called Earth Class Mail that receives your mail and scans it for you. Here's how it works -
1. You choose one of Earth Class Mail's addresses and then notify your mailers.
2. Earth Class Mail receives your mail, scans the envelope and emails you the scan.
3. You then tell ECM to a) scan the contents and email to you, b) shred and/or recycle the letter and c) forward the mail on to you.
The company represents that it has security controls to ensure confidentiality.
I do see some problems with this system. For one, notifying everyone of the change in address would be a pain. And if you don't like the company, you're going to have to notify everyone again of a new address. Also, if you need a hard copy of the letter right away, you're looking at a delay because the letter needs to be remailed. And, of course, you need to determine if the costs are worth it or if you can do the job in house.
Still, the idea here is intriguing and worth consideration.
Incidentally, paperLESS is a term coined by my friend Ross Kodner who is the ultimate guru for law offices moving in this direction. Ross recommended the Fujitsu ScanSnap printers which we're using (and loving) in our office.
# posted by Greg Siskind @ 2:37 PM
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