29 PRINTITRESELLER.UK seamlessly with existing case management systems to scale output Cost-Effective Solution Provided a lightweight alternative to traditional IDP and DMS solutions while reducing labour requirements Enhanced existing infrastructure without requiring system replacement User-Friendly Process Simple, intuitive process using familiar tools (laminated sheets and barcodes) Minimal training is now required, allowing for rapid adoption across operational teams immediate error detection and correction at scan stage 3. Automated Document Splitting Barcode separator sheets split documents within each Matter This ensured correct document grouping and preservation of scan order 4. Automated File Naming Documents are now automatically named using: Matter Reference, Sequential counter and Date/time fields This produces consistent, structured output ready for downstream ingestion The benefit The conveyancing firm achieved significant results from the partnership of OfficeCo and PaperStream Capture Pro Premium, including: Efficiency Gains Eliminated manual file naming and document splitting Enabled high-volume batch processing instead of document-bydocument scanning Reduced the inbound scanning process from two full-time staff working from 09:00 to around 13:30, to one person completing sorting and scanning in approximately two hours Improved Accuracy Regex validation ensured correct Matter References Errors were caught at scan time, not downstream Dramatic reduction in misfiled documents Scalable Workflow Document handling levels have increased drastically to approximately 1,000 per day and can be managed with ease Structured workload integrates 1. No Matter Reference at scan stage meant that incoming post often lacked structured identifiers, making automated classification difficult 2. Manual document naming and filing dictated a requirement for staff to scan documents individually, manually name files, and upload them into a case management system 3. A high risk of misfiling occurred, with a single mistyped character potentially resulting in documents being assigned to the wrong Matter, creating compliance risk and rework 4. Time-consuming document splitting was commonplace, as each Matter typically contained multiple documents, which had to be manually separated and organised, while maintaining document order The solution Working with OfficeCo, the firm implemented an intelligent capture solution powered by PaperStream Capture Pro Premium, enabling automation directly at the point of scanning. This combination allowed the firm to address key challenges through the below workflow components: 1. Matter-Based Batch Separation A laminated “Matter Reference Sheet” was deployed during post sorting Staff could write Matter References (e.g. AAA1111) using a dry-wipe marker This functioned as a trigger for document separation 2. Handwriting Recognition + Validation Matter References are now captured using Zonal OCR with handwriting recognition A regex validation rule ensured BUSINESS BRIEFING Conclusion Ultimately, the optimisation of high-volume document processing that the firm achieved, epitomises how intelligent capture can transform manual, error-prone legal workflows into scalable processes. In compliance-driven environments, validation at the point of capture is critical, with the results for the firm proving that the combination of simple physical triggers with advanced software is crucial for delivering powerful, practical automation. Utilising a combination of PaperStream Capture Pro Premium and TWAIN compatible image capture devices with the consultative approach from OfficeCo ensured that the solution delivered measurable operational improvements without adding complexity. OfficeCo played an essential role in identifying workflow efficiencies, designing a practical, user-centric solution and leveraging the advanced capabilities found within PaperStream Capture Pro. Contact OfficeCo Visit: www.officeco.tech
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