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
Benefits of Topaz and Document Manager
- Emails filed to a client matter by drag and dropping
- Topaz suggests the locaton to file emails automatically
- 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
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