XERO
    X
     
    DocuShare
    ®
    Legal Services Solutions Brief
    The most intuitive way to capture, manage, and share documents and content
    Despite the greater speed and access created by Web­based applications,
    organizations that provide legal services still cope with increasingly voluminous
    amounts of paperwork—customer records, contracts, motions, legal briefs, notes,
    etc. Law firms are constantly seeking technology to better manage, store and
    distribute documents. But paper­based processes still reign supreme because of
    concerns related to trust in e­document delivery—specifically security,
    admissibility, confidentiality, and the ability for rapid retrieval on­demand.
    Legal service businesses are seeking efficient methods of storing, searching,
    and retrieving information from within the numerous documents they are required
    to keep. Failure to achieve a secure, searchable solution can mean hundreds of man­
    hours locating documents, loss of hard copies in an unforeseen disaster, expensive
    storage, or even a potential citation for failure to meet the growing list of govern­
    ment regulatory requirements that apply to a growing list of clients. These
    businesses loose valuable time coping with administrative headaches that could
    be better spent on billable hours.
    The industry’
    s leading document
    management solution
    Implementing Xerox DocuShare
    ®
    allows
    legal services organizations to significantly
    improve productivity, streamline business
    processes, reduce the time and cost of
    managing paper documents, and spend more
    time focused on revenue­generating activities.
    DocuShare leads the industry in speed of
    deployment and ease of administration and
    use, and is the only cross­platform document
    management solution to significantly reduce
    IT requirements, resulting in low TCO (total
    cost of ownership) and fast ROI (return on
    investment). Tightly integrated with Xerox
    Document Centres and WorkCentre Pros,
    DocuShare can manage both hard copy and
    electronic content with unsurpassed ease and
    convenience. And with its very low cost of
    entry and extreme scalability, the superior
    functionality of the DocuShare solution is
    available to sole proprietors, small and mid­
    size firms, corporate legal departments, as well
    as large law offices that provide legal services
    to global customers.
    DocuShare supports heterogeneous platform
    environments, including Solaris and Linux.
    It deploys rapidly, is user friendly, offers
    greater flexibility and control to users, scales
    farther, and easily manages a broader range
    of content types.
    The industry’
    s leading document
    management solution
    Implementing Xerox DocuShare
    ®
    allows
    legal services organizations to significantly
    improve productivity, streamline business
    processes, reduce the time and cost of
    managing paper documents, and spend more
    time focused on revenue­generating activities.
    DocuShare leads the industry in speed of
    deployment and ease of administration and
    use, and is the only cross­platform document
    management solution to significantly reduce
    IT requirements, resulting in low TCO (total
    cost of ownership) and fast ROI (return on
    investment). Tightly integrated with Xerox
    Document Centres and WorkCentre Pros,
    DocuShare can manage both hard copy and
    electronic content with unsurpassed ease and
    convenience. And with its very low cost of
    entry and extreme scalability, the superior
    functionality of the DocuShare solution is
    available to sole proprietors, small and mid­
    size firms, corporate legal departments, as well
    as large law offices that provide legal services
    to global customers.
    DocuShare supports heterogeneous platform
    environments, including Solaris and Linux.
    It deploys rapidly, is user friendly, offers
    greater flexibility and control to users, scales
    farther, and easily manages a broader range
    of content types.
    Realize greater time and cost savings
    DocuShare is ideal for legal organizations
    that wish to create a digital system of
    document storage that provides optimum
    security and simple, rapid retrieval of vital
    documents. DocuShare lets businesses extend
    this functionality to multiple locations without
    additional hardware or software investment.
    The premier document and content manage­
    ment solution from Xerox, DocuShare is
    accessed through a simple Web interface and
    is so easy to use, legal businesses can readily
    incorporate DocuShare into their daily
    workflow.
    DocuShare provides:
    •
    Benchmark ease­of­use, making it simple for
    an office administrator to scan and store
    documents or an attorney to rapidly retrieve
    pertinent information
    •
    Efficient routing, review, and approval on
    contracts, motions, briefs, or other vital
    documents
    •
    Permission controls, Secure Socket Layer
    (SSL) encryption, and integration with LDAP
    or Active Directory databases to enforce
    corporate security policies
    •
    A simple searchable database to rapidly
    locate the contract, notes, filing, or brief
    without combing through physical files
    •
    A secure off­site repository for digital copies
    of critical documents, as part of a disaster
    recovery solution
    Realize greater time and cost savings
    DocuShare is ideal for legal organizations
    that wish to create a digital system of
    document storage that provides optimum
    security and simple, rapid retrieval of vital
    documents. DocuShare lets businesses extend
    this functionality to multiple locations without
    additional hardware or software investment.
    The premier document and content manage­
    ment solution from Xerox, DocuShare is
    accessed through a simple Web interface and
    is so easy to use, legal businesses can readily
    incorporate DocuShare into their daily
    workflow.
    DocuShare provides:
    •
    Benchmark ease­of­use, making it simple for
    an office administrator to scan and store
    documents or an attorney to rapidly retrieve
    pertinent information
    •
    Efficient routing, review, and approval on
    contracts, motions, briefs, or other vital
    documents
    •
    Permission controls, Secure Socket Layer
    (SSL) encryption, and integration with LDAP
    or Active Directory databases to enforce
    corporate security policies
    •
    A simple searchable database to rapidly
    locate the contract, notes, filing, or brief
    without combing through physical files
    •
    A secure off­site repository for digital copies
    of critical documents, as part of a disaster
    recovery solution
    DocuShare Legal Services
    Solution Benefits:
    •
     
    Achieve a fast ROI and a low TCO
    •
     
    Increase available billable hours
    •
     
    Gain 24/7 access to contracts, briefs, filings,
    motions, notes, and other vital documents
    •
     
    Engage in workflow processes to
       
    collaboratively manage documents between
    attorneys, multiple offices, and clients
    •
     
    Search and access documents from multiple
    sites and remote locations
    •
     
    Customize document management
    around business processes and litigation
    requirements
    •
     
    Eliminate physical paper storage to save office
     
    space and costs
    •
     
    Reduce time and labor to copy, file, and
    retrieve paper documents
    •
     
    Support customer security requirements,
    such as HIPAA, Graham­Leach­Bliley, and
    Sarbanes­Oxley
    •
     
    Extend business continuity and disaster
    recovery programs by digitizing critical hard
    copy files in the event of disaster
    •
     
    Make the information that drives your
    business more resilient and useful
    "Every case we handle is extremely
    document intensive—briefs,
    motions, supporting records. Every
    other solution we looked at was
    either too simplistic, or way too
    complicated and costly for a firm
    our size. DocuShare had the power
    and sophistication Dibble & Miller
    required, but was also extremely
    easy to learn and use.”
    —David Nickason,
    Office Manager and IT specialist,
    Dibble & Miller
    , P
    .C.
    Part of a comprehensive business
    continuity and recovery plan
    While DocuShare can be accessed by a
    variety of users located all over the globe,
    legal services organizations can easily moni­
    tor the application centrally as part of an
    overall business continuity solution.All stored
    documents can be backed up and archived for
    quick restoration in case of service interrup­
    tion—eliminating delays due to lost docu­
    ments and information. DocuShare’s digital
    storage of hardcopy provides excellent
    protection in cases of disaster or destruction
    of paper documents—minimizing risk and
    saving businesses from the anxiety of know­
    ing that valuable legal documents may exist
    only on paper.
    An affordable, scalable solution that
    grows to meet changing needs
    Xerox DocuShare brings improved cost­
    efficiencies, providing legal services organi­
    zations of every size a powerful document
    management package that is affordable to
    acquire and cost effective to administer,
    while rapidly achieving a measurable ROI.
    DocuShare’s next­generation programming
    platform provides the extensibility organiza­
    tions need to scale with evolving business
    demands, increasing the solution’s value into
    the future. And DocuShare’s security proto­
    cols, advanced encryption technologies, and
    LDAP or Active Directory database integra­
    tion capabilities enable legal businesses to
    extend the security required by regulatory
    compliance to documents and content stored
    in DocuShare on behalf of their clients.
    With a minimal amount of training, attorneys,
    associates, administrators, and office employ­
    ees can be immediately more productive,
    more closely integrated into the whole organ­
    ization, and better able to act swiftly on
    behalf of customers.
    Part of a comprehensive business
    continuity and recovery plan
    While DocuShare can be accessed by a
    variety of users located all over the globe,
    legal services organizations can easily moni­
    tor the application centrally as part of an
    overall business continuity solution.All stored
    documents can be backed up and archived for
    quick restoration in case of service interrup­
    tion—eliminating delays due to lost docu­
    ments and information. DocuShare’s digital
    storage of hardcopy provides excellent
    protection in cases of disaster or destruction
    of paper documents—minimizing risk and
    saving businesses from the anxiety of know­
    ing that valuable legal documents may exist
    only on paper.
    An affordable, scalable solution that
    grows to meet changing needs
    Xerox DocuShare brings improved cost­
    efficiencies, providing legal services organi­
    zations of every size a powerful document
    management package that is affordable to
    acquire and cost effective to administer,
    while rapidly achieving a measurable ROI.
    DocuShare’s next­generation programming
    platform provides the extensibility organiza­
    tions need to scale with evolving business
    demands, increasing the solution’s value into
    the future. And DocuShare’s security proto­
    cols, advanced encryption technologies, and
    LDAP or Active Directory database integra­
    tion capabilities enable legal businesses to
    extend the security required by regulatory
    compliance to documents and content stored
    in DocuShare on behalf of their clients.
    With a minimal amount of training, attorneys,
    associates, administrators, and office employ­
    ees can be immediately more productive,
    more closely integrated into the whole organ­
    ization, and better able to act swiftly on
    behalf of customers.
    Integrating T
    echnology for Success: Omtool Accuroute
    Document intensive industries such as legal services often need to store, retrieve, track and
    exchange a high volume of business­critical files from not only within a company but across multiple
    offices or business units around the world. Omtool AccuRoute is an application that enables users
    to scan a hardcopy document from a Xerox scan­enabled, multifunction device for instant
    distribution as a fax or an email, or into digital storage in DocuShare. AccuRoute provides a secure
    process by which a law firms can scan and digitally capture any legal document, enabling secure
    routing and long­term storage in a matter of seconds.
    Customer Success: DocuShare in a small law firm
    Dibble & Miller
    , a small, but very busy, law firm in Rochester
    , New York specializes in business
    law and taxes, both extremely document­intensive areas. They needed a system to manage their
    documents that was easy to use and robust enough to store thousands of pages of content, yet still
    came in at an affordable entry price.
    The firm also required a sophisticated system that would alert the right people when new content
    was added, give instant access to multiple users who needed to work with the same content,
    and provide a comprehensive profile of each document without having to open it. The firm chose
    Xerox DocuShare.
    DocuShare brought the power and sophistication Dibble & Miller required, but was also extremely
    easy to learn and use, and very easy to implement. The firm was up and managing content within an
    hour
    , creating more time for billable work. As an added bonus, Dibble & Miller also found
    DocuShare to be a powerful tool for legal research, supporting a higher level of collaboration and
    workflow between the attorneys. The verdict? DocuShare is a hands­down winner
    .
    Customer Success: Cisco Systems
    The legal department of a Fortune 500 company was inundated with and dependent upon paper
    documents. Paper legal contracts were sent to an outsourced service provider
    , who then scanned
    and stored images onto CDs. Once the contracts were on the CD they were uploaded to a database
    at the company’
    s headquarters. This process cost upwards of $50 to $60 per contract and resulted in
    a two­week delay before attorneys could access these documents. At the same time, Xerox
    Document Centre multifunction devices resided on every floor in every building of Cisco’
    s main cam­
    pus. One afternoon, someone in the legal department noticed a scan button on the front panel of the
    Document Centre and discovered how simple scanning documents into digital formats could be.
    Cisco rapidly implemented a new solution that utilized the Document Centre to scan and Xerox’
    s
    FlowPort image routing software to route the contracts to a group of email addresses or to Cisco’
    s
    legacy contract repository. Finally the department integrated DocuShare to bring true functionality to
    the contract archive, including vital search and retrieve capabilities. Cisco achieved a simple, fast,
    and cost efficient method of rapidly scanning and storing contracts, Non­Disclosure Agreements,
    and other legal documents, keeping them in the ideal format for quick referencing and retieval.
    Cisco also discovered that DocuShare use encouraged interaction and efficiencies in work
    processes among the attorneys—now they share and collaborate during all phases of contract
    development, ensuring that contracts that share similar clauses and conditions are in sync.
    This easily implemented solution also allowed Cisco to achieve compliance on various regulatory
    issues. For example, because the Sarbanes­Oxley Act requires the documentation and retention of
    board meeting minute books, all board meeting minutes are now scanned into DocuShare.
    Copyright 2003 Xerox Corporation. All Rights Reserved. Xerox, The Document Company, the digital X, Document Centre and DocuShare are registered trademarks of
    Xerox Corporation. All other trademarks are the property of their respective companies and are recognized as such.
    For more information on
    DocuShare, contact a Sales
    Representative at 1
    ­800­428­2995,
    or visit us online at
    http://docushare.xerox.com.
    For more information on
    DocuShare, contact a Sales
    Representative at 1
    ­800­428­2995,
    or visit us online at
    http://docushare.xerox.com.

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