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Arena’s smart technology enables mailrooms to go digital

Arena’s smart technology enables mailrooms to go digital

Arena Group recently featured their smart mailroom software at LegalEx to demonstrate how legal firms can transform how they handle the critical paperwork and documentation coming into and out of their business and reap benefits in terms of productivity, cost savings and reduced risk.

Traditional ways of managing the mailroom function in a busy law firm and across many other commercial organisations are inefficient and contain potential for mistakes with the double-handling of documents, and require costly resources to do straightforward tasks. Issues in finding siloed information will also hamper efficiency with no single view or version of the truth, making timely responses to a client or internal query and maintaining high levels of customer service difficult. The business is also subject to security breaches and risk, with difficulty in recording who has looked at what and maintaining accurate audit trails, and processes for responding to requests for information clunky and inefficient.

As demonstrated at LegalEx and featured in a seminar led by Arena’s Neil Maude, post can be scanned at the point of receipt. Arena’s solution then applies intelligent document capture and effective artificial intelligence or machine learning to ensure that documents are automatically routed to the correct individuals or teams.

The real story is in the benefits that a law firm can realise, not least through increased efficiencies. Documents are physically handled only once, simple tasks done automatically and consistently by a rules-based process, and documents are then immediately available. Digital documents can also be made searchable and at the right person’s finger-tips. Risks are reduced with automatic audit trails, providing complete process visibility. Personally identifiable information (PII) content can be identified, retrieved and disposed when no longer needed with no hassle. Exceptions and issues are flagged early, and originals can be out-sorted and retained in the mailroom rather than travelling around the firm.

So why isn’t everyone doing it? Some firms are change averse and don’t see the need to change “back office processes” as a priority. But with increasing pressure on firms to reduce cost, improve efficiency, reduce risks through data protection changes (e.g. GDPR), enhance customer service and retain good staff through heightened job satisfaction, now’s the time to take a closer look: client service can be boosted through instant access to a complete set of data, enabling speedy, accurate and consistent processing which in turn improves client perception. Efficiency is enhanced by removal of double-handling and repeated processes with delays removed, avoiding the cost of busy fee-earners waiting for the post. Profits are enhanced as improved service excellence allows premium pricing, costs are reduced, client retention improves through increased client service and risk reduction safeguards future profits.

You can view Neil’s slides by clicking through to slideshare here.

Or get in touch with Arena’s specialist legal team 0344 863 8000.

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The Arena Group comprises: Arena Group Holdings Limited, a company registered in England and Wales (with registered company number 03735943 and VAT number 734562528) and its subsidiary company: Arena Group Limited a company registered in England and Wales (with registered company number 02168309 and VAT number 458238033). The Registered office of all Arena Group companies is Armitage House, Thorpe Lower Lane, Robin Hood, Wakefield, WF3 3BQ. Authorised and regulated by the Financial Conduct Authority for credit-related regulated activities.