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Bedell Group chooses eCopy for integration with key applications

Company profile

Bedell Group comprises Bedell Cristin, a leading offshore law firm, and the fiduciary services provider Bedell Trust, one of Jersey’s Leading independent trust companies which, together with its subsidiaries provides corporate management and related services from its offices in Jersey, Guernsey, London, Dublin, and Geneva. Bedell Group is committed to supporting and developing the status of Jersey as an international finance center and to serving the local community.

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“ Cost recovery metrics provide the most visible indication of the return on our eCopy investment, but the benefits of the eCopy solution have extended far beyond this. ”

Leo Cavendish
Head of IT
Bedell Group

Challenge

  • Valuable office space was consumed by storing vast amounts of paper files
  • Expansion into new geographic regions prevented employees from managing, locating, and retrieving files from one central storage location
  • Needed data imaging software to transfer digital files into Interwoven WorkSite document management system, RightFax fax services and Copitrak cost recovery services

Solution

  • eCopy ShareScan
  • Installed eCopy ShareScan® onto several existing digital copiers and utilized high capacity scanning
  • Used eCopy Quick Connect™ feature to integrate paper documents into Interwoven WorkSite and other network services

Results

  • Updates made to the network server are automatically reflected at all eCopy ShareScan enabled devices, reducing the need for IT administration
  • Intuitive, easy-to-use interface required little to no end user training
  • Dramatically improved workflow allowed users to scan once and route to multiple locations including e-mail, printer, fax, or document management system

Background

  • Established in 1939, it is one of the top tier firms in its market. The company has a staff of 185 and is experiencing rapid growth, currently 20% annually. Part of the company’s growth plans for 2006 include further expansion into new geographic regions.
  • The burden of managing paper documents was becoming a problem. Valuable office space was being consumed with the storage of paper files. In addition, files could be difficult to locate once taken from the main filing areas and there were concerns over business continuity in the case of a fire or flood. Continued expansion into new geographic regions meant that the paper management problem would become even more of an issue, compounding the difficulty of maintaining a central view of all matter-related correspondence. As part of an ongoing risk management review, the storage and WorkSite document management system had already assisted with issues around e-mail and other matter-related correspondence, transferring paper documents into a digital format without undue effort was still an issue that needed to be addressed.
  • The firm was able to integrate paper documents with interwoven worksite, Microsoft Exchange, Captaris, Rightfax, and Copitrak. Bedell worked with its office equipment dealer to design a solution to the firm’s paper management problems. As a result, each copier was equipped with eCopy ShareScan. In addition, dedicated, high capacity scanning units with data imaging software were provided for large scale jobs. Using eCopy QuickConnect, the firm was able to integrate paper documents with Interwoven Worksite, providing a simple and intuitive method for converting paper documents into electronic records within the appropriate matter file.
  • The firm was also able to direct paper documents via Microsoft Exchange for basic scan and mail functions, Right Fax for network fax services, and Copitrak for cost recovery at the eCopy equipped copier. Leo Cavendish, the firm’s Head of IT, said, “eCopy is the only truly integrated solution for Interwoven, Outlook and Copitrak. It has provided us with a single, efficient onramp for conversion of paper documents to electronic form.” This configuration of data imaging software was also replicated in the firm’s newly opened London office with a virtual private network (VPN) link to the Jersey network. The firm now plans to deploy eCopy to each of its remote offices.
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