Rapid sharing of legal information
The day after the British Government announced a country-wide lockdown, in response to COVID-19, Potter Clarkson pushed out its brand new mail management processes to the whole business at once. The company had been testing the new K2 solution for mail distribution for a couple of months with some of the teams working remotely and was confident that it would work well but had originally planned a more phased introduction. Within days, the number of documents processed increased from 50 a day to over 300. All members of staff and departmental teams immediately began to receive their mail using K2, and even the Document Processing team could work safely from home, managing the distribution remotely.
The firm now digitizes all hard copy posts and allocates all incoming mail and downloaded files to a temporary document store. An interface built with K2 forms is used to select and categorize these items. K2 workflows then move the documents to the appropriate iManage matter workspaces and route them around the business, sending them directly to the people that need to see them, and recording their acknowledgment and approval, wherever they may be located. All items in transit are also monitored by the Document Processing team to ensure that prompt delivery is maintained.
With its intricate functionality, this K2 incoming mail solution identifies if any documents require an immediate response and ensure these are prioritized. In particular, requests from certain jurisdictions may need to be actioned more quickly, due to the time difference. The entire process is far more efficient than before. For example, a piece of mail that arrives in the post in the UK at 9:00 am could now be processed, filed and delivered to the relevant teams in Stockholm within the hour.
As the K2 process is fully transparent, Potter Clarkson can now be absolutely sure that an attorney has seen a piece of mail and has taken responsibility for completing any actions that relate to it. Automatic escalation processes ensure that date sensitive communications are not overlooked. The process also reduces the use of paper within the business, helping Potter Clarkson to retain the ISO 14001 accreditation for environmental management, and further supporting the organization’s ISO 27001 security accreditation.