Heald Solicitors LLP

Based in Milton Keynes for over thirty years, Heald Solicitors LLP employs over 30 people and specialises in Commercial and Private Client Law.

The firm's operations were dependent on large volumes of paper documents and an ever growing stream of emails. In the commercial legal world over 90% of all correspondence arrives and leaves by email but still a complete set of correspondence must be kept for a minimum of seven years after the closure of a matter.

Heald recognised that there was a significant risk to the firm if the emails were not retained but getting lawyers to file emails was time consuming and difficult to manage efficiently. Combined with these issues the retention of paper documents for the required period added significantly to the firms running costs.

The firm was also aware of potentially significant security and customer service risks associated with continued reliance on its paper filing system.

Choosing An Email Filing Solution

Heald had identified the need for a comprehensive electronic document management solution to reduce both the risks posed by paper document storage and the costs associated with paper filing processes; to improve access to documents for all staff - both on and off site, and ultimately, to improve the level of service provided to clients and increase client satisfaction.

The firm progressed with a full demonstration and evaluation of two competing Document Management systems. Of particular importance was the management of emails within the system. Filing of emails from within Outlook with a minimum of effort became a deciding factor. This lead Heald to choose a combination of Topaz Filer and Document Manager.

Benefits of Topaz and Document Manager

1. Emails filed to a client matter by drag and dropping
2. Topaz suggests the locaton to file emails automatically
3. Document Manager improves workforce efficiency

The Document Manager solution delivered immediate reduction in printing and document storage costs, dramatic improvement in staff access to documents, both on and offsite, and enhanced customer service. Document Manager has improved collaborative team work due to consistent document naming, filing and searching; resulting in unexpected efficiency gains.

Heald are confident Document Manager will deliver a positive return on investment within twelve months because the firm's staff perform huge amounts of filing annually. Topaz has reduced average filing times to just a few seconds, including secure filing of emails.

Heald found Document Manager easy to adopt. "After training the system is helpful and much like filing into a directory tree." said Caroline Wilton IT Partner at Heald Solicitors LLP.

Document Manager is fully integrated into the firm's systems and document search times now average less than 15 seconds. Any document including emails and attachments can now be found using the efficient search facility.

By enabling concurrent file access, from any location, Document Manager improved the performance and flexibility of Heald's staff. Any authorised user in any department can find the information they need withing seconds.

Improved document access has enabled staff to work more efficiently from home. "We have the potential now to expand our business without more office space, as our people can work collaboratively from home using Topaz & Document Manager" said Caroline Wilton.