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IRIS-Partner: Canon Netherlands
Hekkelmann ist eine Anwalts- und Notarskanzlei mit Sitz in den Niederlanden. Aufgrund diverser Probleme entschied sich die Kanzlei für die Umstellung auf ein papierloses Büro durch Digitalisierung von Akten.
Problematisch war, dass die von der Kanzlei verwendeten Akten in Papierform quasi überall im Umlauf waren. Es ließ sich nur mit Mühe feststellen, wer welchen Teil einer Akte bearbeitete. Für die Kanzlei war es wichtig, dass die Akten mehreren Mitarbeitern uneingeschränkt gleichzeitig zur Verfügung standen. Problem Nr. 2: Die Kanzlei hatte Speicherprobleme, da sie jedes Jahr mehr als 1000 neue Fälle bearbeitete. Ein drittes Problem: Die Anwälte sollten flexibel jederzeit von jedem Ort aus arbeiten können und stets Zugriff auf alle benötigten Informationen haben. Viertens: E-Mails wurden in elektronischer Form auf dem Computer gespeichert, während andere Informationen nur in Papierform verfügbar waren. Und fünftens: Jeder Mitarbeiter hatte sein eigenes, nicht kompatibles Ablagesystem.
Es war also höchste Zeit, dass sich die Kanzlei für die Digitalisierung von Akten entschied und sich von einer mit Papierdokumenten arbeitenden Organisation in eine digitalisierte Anwaltskanzlei verwandelte, in der alle Informationen digital verfügbar waren. Dies bedeutete: papierloses Büro und digitale Dokumentenablage.
Zur Digitalisierung von Akten werden die Dokumente zunächst in der digitalen Poststelle von IRISXtract™ eingescannt. Dort erhalten die Dokumente ein OCR-Layer und werden auf der Grundlage ihres Inhalts klassifiziert. Danach werden die Dokumente von IRISXtract™ in die iManage Worksite-Dokumentenmanagementlösung übertragen.
Besonders interessant an iManage Worksite ist die vollständige Integration in Microsoft Office. Da die meisten Anwälte mit Microsoft Office arbeiten, ist die Lösung iManage Worksite einfach eine Erweiterung dieses Softwarepakets.
Nach der Digitalisierung von Akten ist Hekkelmann seinem Ziel – einer vollständig digitalisierten Kanzlei mit papierlosem Büro – ein entscheidendes Stück näher gekommen. Alle Mitarbeiter arbeiten nach der gleichen vereinheitlichten Methode: digitale Dokumentenablage und -freigabe. Das ist ein entscheidender Vorteil. Die Anwälte können sich frei bewegen, und die Informationen stehen allen schneller zur Verfügung. Außerdem können die Anwälte von Hekkelmann dank der Digitalisierung von Akten nun Tablets einsetzen. Sie müssen nicht ständig mit einem Stapel Papier unter dem Arm unterwegs sein. Stattdessen packen Sie einfach ein Tablet ein und können über die digitale Dokumentenablage auf alle Informationen zugreifen, die sie benötigen.
Informationen stehen allen Beteiligten schneller zur Verfügung. Da wir unseren Anwälten die Möglichkeit geben, mit Tablets zu arbeiten, müssen sie nicht ständig mit einem Stapel Papier unter dem Arm unterwegs sein.
Maarten Van Zanen, Direktor, Hekkelman Advocaten Notarissen
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