Business Environment Challenges
A small, but busy law firm in Charlotte, NC, — that provides family, traffic, and criminal legal services to the local community — was using a public cloud service to share all of its electronic content. However, because the firm’s existing desktop printer was not able to scan documents directly into their cloud solution, employees in the firm were required to file, print and share paper documents manually.
Additionally, the firm’s attorneys had to carry a lot of paper documents to and from the courthouse that had to be manually searched through whenever
a particular document was needed during trial. The firm needed a solution that would allow them to find and display all their documents in the court room quickly and efficiently.
Additionally, because it is imperative that the right document is accessed quickly both inside and outside of a courtroom, they needed document management features, such as versioning, that would allow them to quickly upload the correct document when needed.
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Business Technology Solutions
G-Five, Inc., a Sharp Authorized Dealer with locations in Greenville, SC, and Charlotte, NC, provided the firm with a mid-size Sharp MFP and access to Sharp Cloud Portal Office (CPO), an award-winning, hosted document management solution.
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To meet the need of scanning directly into CPO, G-Five, Inc. proposed using the included CPO Scan & Print Connector for Sharp OSA®-enabled MFPs. The CPO software license is also comprised of the CPO Mobile app, which the firm’s attorneys use to access case materials from their smart phones and tablets in the courtroom.
“When the firm takes on new clients, there is a lot of paperwork that needs to be done, so being able to convert hard copies into easily-searchable content that they could then carry into the courtroom was very important to them. Sharp’s Cloud Portal Office solution made this all possible.”
-Paul DeProfio, G-Five, Inc.
Innovative Results
Because the firm is able to scan in hard copy documents at the MFP directly into CPO, they now have a single repository for both hard copy and electronic documents. Additionally, the document management features of CPO, such as metadata, document versioning and change notifications, allow for easy filing and faster retrieval of documents, even in high-pressure situations such as during legal proceedings.
The mobile app also allows for documents to be displayed electronically in the courtroom via mobile devices, so the firm’s litigators are no longer required to sort through stacks of paper in order to find a particular document during legal proceedings.
Because CPO is secure and easy to use, the firm plans to scan all of its hard copy documents to CPO in the near future, with hard copies kept as backups — a project that will help make the group’s documents more easily accessible to its litigators in the near future.
