Description of WORLDOX Imaging Solution
at Van De Poel & Levy

Case Study

In December of 2003, the Van De Poel & Levy firm of Walnut Creek, California ordered 20 licenses of WORLDOX.  Since then, they have expanded to 50 WORLDOX licenses at the firm.  Van De Poel specializes in insurance defense and construction litigation law. 

The firm enlisted the help of WORLDOX Systems Integrator Baker + Cadence Solutions to implement WORLDOX and then to set up a WORLDOX imaging solution for them.  In early 2005, Baker + Cadence recommended and installed a Fujitsu scanning system and linked it to the WORLDOX program.  The firm is very happy with the resulting system.  In fact, they have other firms interested in coming from across the country to visit their location to see how the solution was configured. 

The Van De Poel WORLDOX Imaging Solution revolves around one central point: a scanner with a PC hooked up to it.  Then, an additional PC is dedicated specifically for the profiling of documents into WORLDOX.  The mail clerk scans all incoming mail and then profiles it into WORLDOX by the following day.  “With this WORLDOX paperless system, Van De Poel no longer needs to have a file clerk spend hours trying to find a document that has been misplaced or misfiled. The system has been so successful that one attorney has opted to for a completely ‘paperless’ office and uses only the scanner and WORLDOX to store his case files,” said Virginia Balestrieri, Human Resource Manager for Van De Poel.

 The procedure goes as follows:

1. The staff member scans the document at the Fujitsu scanner.  Adobe Acrobat Messenger is installed on the scanner and it creates the digital PDF file and OCRs the document so it is text-indexable.  OCR’ing is built into Messenger and is fast and accurate.  The OCR process takes place upon the scanning of the document. 
2. Adobe Messenger places the scanned file into a network folder called “Scanner”. 
3. At that point, either the scanning person or another user goes to a workstation and clicks on the “Scanner” Bookmark on his/her WORLDOX toolbar.  He/she finds the document in the Scanner folder and then profiles the document into WORLDOX where it is stored in a Client/Matter folder.  As a training issue, users need to profile documents immediately so they are not forgotten in the Scanner folder and the workload falls behind an optimal level. The method requires management and monitoring of the personnel doing the scanning and profiling to ensure that it’s being done quickly and correctly. 

Baker + Cadence also set up a backup scanner in case the main machine malfunctions. The backup is a multi-function machine which is an all-in-one printer, fax, copier and scanner. The firm decided to create profiles for all of their electronic legacy documents in WORLDOX when the system was initially installed. A significant backlog of information needed to be profiled. The problem was resolved by training three staff members how to profile documents when their other workload was light.

 As Ms. Balestrieri points out, “the scanning amounts to a huge savings by preventing lost documents and reducing wasted staff time.  I would recommend this complete process to any organization and invite anyone at anytime to visit our office for a first-hand look at the process.”