Exela helped the firm keep operations running smoothly and data secure during a pandemic.

CHALLENGE

Despite stay-at-home orders meant to slow the spread of COVID-19, a Los Angeles-based law firm, with two other offices in the US, was struggling to fully adapt to remote work. The firm’s managers found that they still needed to periodically send employees to the office in order to collect business-critical mail. This process was proving to be inefficient, mail was delayed, and employees were being exposed to unnecessary (and deadly) risk.

A backlog of mail had been building up at the firm’s offices. The firm needed a solution that upheld strict security standards for handling of legal documents – and needed it fast. The firm looked for a partner that could implement a better mail system within days while also providing chain of custody tracking and full information security.

SOLUTION

Exela’s Digital Mailroom (DMR) and its web-based DMR portal provided the perfect solution for distributing physical mail to remote workers: send it electronically. In response to COVID-19, Exela developed its new Rapid Response Digital Mail Solution, which it could get up and running in just 10 days.

Exela’s Rapid Response Team worked closely with the customer and presented a solution proposal within 48 hours. Shortly afterwards, the team issued a complete statement of work that satisfied the firm’s Business Requirements Document, desired scope of work (SOW) document, and rapid deployment requirements.

Exela offered to address the backlog of mail as well as 100% of future mail volumes. The team also offered to arrange the pickup and transfer of physical mail at the law firm’s location in order to prevent disruption to its business.

Exela established a PO box for the firm and built a process to route all mail from the PO box to one of Exela’s nearby mail processing centers. It ensured that the firm would not have to physically retrieve any incoming mail. Within 10 days of signing the SOW, Exela was receiving, processing, and distributing the customer’s mail.

In addition, Exela’s extensive business-continuity and disaster-recovering plans, large network of processing facilities, cloud-hosted data-management capabilities, and flexible, location-agnostic software platforms provided layer after layer of protection to ensure that no documents or data would go missing.

BENEFITS

• Time savings on setup due to DMR’s fast deployment
• Time savings on training due to DMR’s easy-to-use platform
• Strengthened information security with Exela’s document tracking
• Cost savings through the elimination of remailing
• Flexibility and agility thanks to DMR’s rapidly scalable operations
• Ability to build on the solution using Exela or third-party workflow solutions
• Easier remote work due to DMR’s cloud-hosted anytime, anywhere access to mail
• Peace of mind from Exela’s business-continuity planning and disaster recovery protections
• Efficiency and productivity from DMR making mail searchable and shareable