Oce Custom Designs Records Management Systems for Legal Industry Utilizing Interwoven Software
Thursday, May 12, 2005
CHICAGO--May 11, 2005-- Oce, a global leader in digital document management and delivery solutions, today announced that Oce Business Services now integrates and supports records management software from partner Interwoven as part of a comprehensive records management solution for the legal industry. Interwoven is a provider of enterprise content management solutions. "Law firms operate in a highly regulated environment in which the records management process becomes a critical business function," said Joseph R. Marciano, President and CEO of Oce Business Services. "An inefficient process can lead to misfiled or lost records, negatively impacting business performance with increased discovery costs, non-recovered billable time and time spent recreating lost documents." A primary focus of Oce Business Services is serving the legal industry. Oce Business Services is the document management outsourcing vendor of choice for three out of the five top U.S. law firms and has consistently improved Profit per Partner for the law firms it serves. The company recently utilized Interwoven RecordsManager to design a records management solution for one of the premier law firms serving the banking and financial services industry. This Washington, D.C. law firm experienced rapid growth over the past few years which required a complete evaluation of the firm's manual record management practices to enable the firm's continued growth. Oce Business Services Solution After conducting a thorough analysis of the firm's records management process needs, which are particularly critical given that the firm serves a number of large banks and financial services companies, Oce Business Services designed and implemented standardized processes for all of the firm's records policies. This included processes for updating file contents, file retrieval, and file structure. The firm's library was also reorganized from an alphabetical system to a numeric system, which not only increased efficiency but helped protect client confidentiality. Files were then bar-coded, allowing for more accurate, electronic tracking and the enforcement of access rights and restrictions. Standardizing these processes not only greatly improved the firm's operational efficiency but also created controls to prevent risk and exposure to the firm and its clients based on unavailable or inaccurate records. After standardizing the processes of the records management solution, Oce Business Services utilized Interwoven RecordsManager to deliver additional features, including: Comprehensive Records Management Model - Allows automated management of physical files at the shelf, box, folder (often called a Redweld) or subfolder level so records availability, location and contents are known instantly Powerful Search Capability - Attorneys can access on their desktop all records and contents within folders on any client matter. Label Production - For folders, subfolders, locations and boxes including automatic barcode generation Portable file tracking - Allows "desk audits" to confirm which files are out of the file room and provides "check-in/ check-out" tracking functions of files, boxes and subfolders. Ethical Walls - Allows records managers to administer attorneys' access to client matter information thus preventing potential conflict of interest issues. This expands the firm's ability to take on additional case work. Records Disposition Automation - Helps ensure accurate execution of records disposition (retention and destruction) Oce Business Services provided on-site, accredited records management professionals to implement the policies, processes and technologies that comprise this complete records solution. Oce Business Services is the single point of contact that seamlessly unifies the firm's records management, service and support. "Combining Oce Business Service's records management process expertise with the features, interoperability and functionality of Interwoven's Records Manager creates an industry benchmark for excellence," said John Kenyon, Director, global legal channels, Interwoven. "We look forward to working with Oce Business Services to deliver records management solutions that positively impact the business performance of the customer."