Description of WORLDOX Imaging Solution
at Devine, Millimet & Branch P.A.

Case Study

Devine Millimet & Branch P.A. is a law firm headquartered in Manchester, New Hampshire with additional offices in Concord, N.H. and Andover, Mass.  The firm has 180 WORLDOX licenses: 140 in Manchester, 10 in Concord and 30 in Andover.  Devine’s Director of Information Technology, Bob DuBois, did extensive research to determine the right integrated WORLDOX imaging solution for the firm.  According to DuBois, the main motivation for Devine was to build greater efficiency into their work processes and to convert paper documents into searchable PDF files. 

 After considering various options, DuBois began to work with eCopy’s built-in default software – the eCopy ShareScan OP (Open Platform), which includes the Scan-to-Desktop Connector, which proved to be very quick and efficient.  The ShareScan OP software which is embedded in the Canon touchpad, is a better solution than the ShareScan Station because it is more streamlined and does not require an additional workstation to be attached to the scanner/copier.

The procedure for scanning and storage in WORLDOX is as follows:

1. At the copier touchpad, the user enters in his User Name and clicks OK.  The user name will determine the folder into which the document will be stored (saved to) initially.                                                                                                                                                    

2. The document is scanned, and OCR (Optical Character Recognition) is done by eCopy desktop solution and converted into a PDF + text file by the Connector and the resulting file is moved into a pre-defined network folder specifically designated for that user.  This process takes approximately 45 seconds including the creation of searchable text..  About 20% of the scanned documents are OCR’d, and the eCopy Desktop OCR software works pretty well according to DuBois.

3. Users can choose whether they want to scan additional documents. 

4. When finished scanning, the user returns to his own workstation and clicks on a speed button (in WORLDOX GX it will be a Bookmark) on his WORLDOX tool bar.  This opens up the folder of scanned documents, which have already been scanned by the ShareScan software.

5. The user then selects the document or documents and profiles them, thereby moving them into the appropriate Client/Matter folder in WORLDOX.  The scanned documents are then part of the overall document repository and can be searched for by profile information or text. 

At press time, Devine had just completed testing and was planning on rolling out the solution in all three locations within the next six months, so that by Fall 2006, they should be fully operational.  When the implementation is complete, the projected distribution of equipment will be as follows:

-         Manchester Office: 140 WORLDOX users, 9 Scanners, 9 eCopy ShareScan Licenses

-         Andover Office: 30 WORLDOX users, 2 Scanners, 2 eCopy ShareScan Licenses

-         Concord Office: 10 WORLDOX users, 1 Scanner, 1 eCopy ShareScan License

According to DuBois, “We spent a long time researching our options to find the right WORLDOX imaging integration product.  The solution we devised is going to be a great help to us, especially since many of our clients are now requiring that we submit only digital signed files and no paper files.  We’re very happy with the result.”