Case Studies

Case Studies

The client is one of the UK's Leading Patent Attorneys.

Objectives

Well-managed communication is of utmost importance for law firms, especially one of international stature. The attorney's manage a variety of message types. However, for its speed, ease and prevalence in legal communication, one method stands out: "Patent Attorney's rely heavily on faxing," the Senior Partner said. The Senior Partners and their team instigated an analysis on fax usage in 2001. While it showed an increased reliance on email and overall drop in fax use, they found faxing leveled at a significant rate."Our reliance on fax at this firm has proven that finding," they said.

With substantial daily fax traffic, the central fax room in the London office worked like a well-oiled machine. It did so by necessity to keep up with the inherent high demands of legal communication. Incoming faxes were received and distributed by members of the fax department who would often provide a heads-up to attorneys when an urgent fax arrived after-hours or while the attorney was traveling.

Since many faxes required delivery to several team members working on a case, the fax department often made multiple copies of faxes for distribution to all the contacts, including solicitors based internationally. The process worked. But, attorneys noticed something in their dealings with other firms and clients: those with desktop faxing capabilities were receiving faxes faster because the documents were delivered directly to their email Inboxes. As a firm committed to superior service for its clients and useful solutions for its employees, the firm researched desktop faxing. "It was an enhancement management knew would increase productivity," The Senior Partner said. The Patent Attorneys set high expectations for requirements of a new fax system. The firm wanted a dependable solution that would leverage its existing messaging and collaboration software. Some attorneys were concerned faxes may be delivered late or even lost. Thus, it also became top priority for any new solution to be fully reliable and flexible to meet the firm's needs.

Solution

"Fax is actually more reliable now," The Senior Partner reported in reference to results from using Captaris RightFax, the proven market leader in enterprise fax and in e-document delivery solutions. According to the Senior Partner, any concerns about late or lost faxes have been allayed. Since users already manage emails in Outlook, retrieving faxes-which appear alongside emails denoted by a fax icon-is easier and faster and than the separate, manual method. RightFax enterprise fax and e-document delivery solutions achieve significant cost reductions by integrating and automating the flow of a full range of fax, paper and electronic documents and data. "RightFax was an easy choice due to its penetration in the legal market," the Senior Partner said.

The Patent Attorneys worked with Computrad, a leading network infrastructure consulting and engineering company in London, to implement RightFax. With years of experience providing voice, data and fax solutions to the various industries, Computrad understood nuances related to operations and top concerns of attorneys.

Conclusion

Along with timesavings, the firm has enjoyed significant cost savings, according to the Senior Partner. He reported the firm has reduced its number of fax machines and eliminated lease costs on other systems. "I would estimate we gained Return on Investment in RightFax in just 6-12 months," the Senior Partner said. "And that's just cost savings on the hardware side-machines, paper, toner and so on." The Senior Partner estimated adding in cost reduction from timesavings would speed ROI dramatically.

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