Scanning documents into a client’s matter in your Practice Management System has become a fundamental requirement for most law firms and legal practices.

Historically, the process involved scanning from a multi-function photocopier or desktop scanning device, retrieving the scanned document and saving it to a folder location, opening your Practice Management or Document Management system and logging in, browsing to the correct matter, uploading the document to the matter, naming or classifying the document, and saving it. If the cost of this process needed to be disbursed, you would then have to manually create a disbursement entry in the matter as well.

Whilst this process “works”, it is not without its drawbacks.

• There are too many steps
• You rely on the user to complete the process correctly
• The process is time consuming
• The document is saved in multiple locations to complete the upload
• There is risk of documents not making it to the matter and being lost in emails or folders
• There is a higher risk of errors occurring
• The documents often aren’t text searchable
• You are limited to doing one document a time

More recently however, advances in technology have enabled the ability to scan documents directly to the correct matter and create a disbursement entry all from your photocopier.

By the time you reach your desk, the document and disbursement entry will be attached to the matter. It couldn’t be simpler, or more efficient to complete the process.

The system works using the API (Application Programming Interface) of your Practice Management System to retrieve the open matters list to present to you on your photocopiers screen via the device embedded software. Once selected, the photocopier will scan your document, clean up the image, make it text searchable, and attach it to the matter through the same API. We can also use this function to create the disbursement entry should it be required.

ServiceScaler’s Scan to Matter Solution will work for any firm, of any size, using (Almost) any Practice Management or Document Management System.

Supported Device Manufacturers

• Brother
• Canon
• Dell
• Epson
• Fuji Xerox
• HP
• Konica Minolta
• Kyocera
• Lexmark
• Ricoh
• OKI
• Samsung
• Sharp
• Toshiba
• Xerox

Practice Management Software

Current:

• LEAP
• Lexis Affinity
• Practice Evolve
• FilePRO
• Actionstep

Beta:

• Smokeball
• LawMaster
• BHL Software
• SILQ
• Open Practice
• Thomson Reuters Elite
• iManage
• NetDocuments

To learn more about our Scan to Matter solution, or arrange a demonstration and quotation, please contact the team at ServiceScaler today.