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Law FirmHigh Volume Law Firm Installs OPUS RFID
Requests were being e-mailed, phoned in, or handled by an employee showing up and demanding their file. Files were lost and there was no way to find them. The staff was becoming frustrated and was over whelmed. The OPUS Solution...OPUS RFID was installed with a Microsoft SQL Server as its database. Data from the active tracking system and a database of the inactive data which was stored off site were imported into one database. It was very important to provide users the means of locating all their data for a client, whether it was on site or off. To minimize the volume of new folder requests which would subsequently mean data entry, OPUS RealTime was installed to monitor the legacy legal system and automatically import all new client matters. This system would also provide updates on existing records in OPUS, thus practically eliminating the need for data entry or editing. File labels can be printed automatically when new records are imported or on demand. Enterprise users are now submitting requests for files through OPUS and OPUSNet. In many cases, the user does not need to handle the file if the information they are seeking is tracked in OPUS. As requests are submitted by the users, they automatically print out in the file room. Off site records are consolidated automatically by OPUS and electronically sent to their off site Archive Center once per day. Active files are pulled three times per day and delivered to the requestors. For those urgent requests, users will continue to come to the file room and the file room attendant will perform a 'Hot Pick' in OPUS, but most pulls are now from requests and are scheduled. The file room now has half the staff prior to the installation of OPUS and efficiency is greater. |
The central file room for this large law firm was over staffed and bogged down with the number of requests for pull and creation of new files. While a first generation file tracking system was utilized to track active files, they could not properly manage the number of requests or track inactive files that were stored off site.