{"id":11005,"date":"2022-10-18T09:18:49","date_gmt":"2022-10-18T15:18:49","guid":{"rendered":"https:\/\/nqzw.com\/?p=11005"},"modified":"2022-10-19T09:24:37","modified_gmt":"2022-10-19T15:24:37","slug":"the-problems-with-scanning-directly-to-email","status":"publish","type":"post","link":"https:\/\/zebraworks.com\/en_gb\/the-problems-with-scanning-directly-to-email\/","title":{"rendered":"The Problems with Scanning Directly to Email"},"content":{"rendered":"<div data-elementor-type=\"wp-post\" data-elementor-id=\"11005\" class=\"elementor elementor-11005\" data-elementor-post-type=\"post\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-f93bed1 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"f93bed1\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-f237ec9\" data-id=\"f237ec9\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-6a11d55 elementor-widget elementor-widget-text-editor\" data-id=\"6a11d55\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p><span data-contrast=\"auto\">What do you do with physical mail when suddenly everyone is working at home? At the start of the pandemic, firms used the tools they had available and started scanning mail directly to email.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">The assumption at the time was that the problem would go away. But for many, many firms, hybrid operations are here to stay. Even pre-pandemic, you didn\u2019t really know where a given attorney was going to be on a given day.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">As it turns out, the digital mailroom is just a better solution. The digitization of incoming mail sets the tone in supporting digital transformation in your firm.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span class=\"TextRun SCXW43053677 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW43053677 BCX0\">When scanning directly to email:<\/span><\/span><span class=\"EOP SCXW43053677 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/p><ul><li>You don&#8217;t know what happened to the item (if anything!)<\/li><li>There are no audit trails, no oversight, no reporting\u00a0<\/li><li>Large attachments make the email mailbox battle more challenging\u00a0<\/li><li>Group distribution is difficult to setup, manage and use\u00a0<\/li><li>No delegate access to mail items\u00a0<\/li><\/ul><p><span class=\"TextRun SCXW52998290 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW52998290 BCX0\">Now, however, it\u2019s time to move past stop-gap measure<\/span><span class=\"NormalTextRun SCXW52998290 BCX0\">s<\/span><span class=\"NormalTextRun SCXW52998290 BCX0\"> into a real digital mailroom. It turns out when you move from pushing the mail cart down the hall and go digital, you suddenly have much more powerful workflows at your disposal<\/span><span class=\"NormalTextRun SCXW52998290 BCX0\">:<\/span><\/span><span class=\"EOP SCXW52998290 BCX0\" data-ccp-props=\"{}\">\u00a0<\/span><\/p><ul><li>Efficient profiling into the DMS for matter-related items\u00a0<\/li><li>Delegate access based on the type of mail\u00a0<\/li><li>Shared queues for docketing, accounts payable, etc.\u00a0<\/li><li>Security based on the type of item\u00a0<\/li><\/ul><p><span data-contrast=\"auto\">I\u2019ve heard the argument of why not just scan to your DMS, since a lot of mail is matter-related. Turns out, this is an even a more challenging route than scanning to email.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">The typical DMS approach is to scan mail into a personal workspace. It <\/span><i><span data-contrast=\"auto\">does<\/span><\/i><span data-contrast=\"auto\"> solve one problem of not clogging up your mailboxes, but otherwise, it shares the same issues as scanning to email, and adds some even more challenging obstacles to good workflow, including around notifications, security, refiling and delivery speed.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">Ironically, it doesn\u2019t even help getting documents properly profiled against the right client\/matter because mail items tend to languish in personal workspaces. Learn more at <\/span><a href=\"https:\/\/zebraworks.com\/en_gb\/the-problems-with-scanning-directly-to-dms\/\"><span data-contrast=\"none\">The Problems with Scanning Directly to DMS<\/span><\/a><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><p><span data-contrast=\"auto\">We have a much better idea: <\/span><a href=\"https:\/\/zebraworks.com\/en_gb\/mailq\/\"><span data-contrast=\"none\">MailQ<\/span><\/a><span data-contrast=\"auto\">, the digital mailroom built on the nQzw Queues workflow engine:\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p><ul><li>Immediate notification to recipients in Outlook (but thanks to our integration, no mailbox-clogging attachments)\u00a0<\/li><li>Flexible workflows that match the firm&#8217;s workflow\u00a0<\/li><li>Security, audit trails and reporting so you know what&#8217;s happening\u00a0<\/li><li>Industry-leading experience in DMS integration\u00a0<\/li><\/ul>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-b668362 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"b668362\" data-element_type=\"section\" data-e-type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-e9df4c1\" data-id=\"e9df4c1\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-5c7faa0 elementor-widget elementor-widget-heading\" data-id=\"5c7faa0\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\">Author<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-d68eb6c uael-member-image-pos-left uael-shape-square elementor-widget elementor-widget-uael-team-member\" data-id=\"d68eb6c\" data-element_type=\"widget\" data-e-type=\"widget\" data-widget_type=\"uael-team-member.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"uael-member-stacked-mobile uael-member-image-valign-top uael-team-member\">\n\t\t\t<div class = \"uael-team-member-wrap\" >\n\t\t\t\t<div class=\"uael-member-wrap\" >\n\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"uael-team-member-image\">\n\t\t\t\t\t\t\t<div class=\"elementor-animation-\"><img fetchpriority=\"high\" decoding=\"async\" width=\"300\" height=\"300\" src=\"https:\/\/zebraworks.com\/wp-content\/uploads\/2021\/10\/our-team-bill-bice-01-300x300.png\" class=\"attachment-medium size-medium wp-image-8259\" alt=\"\" srcset=\"https:\/\/zebraworks.com\/wp-content\/uploads\/2021\/10\/our-team-bill-bice-01-300x300.png 300w, https:\/\/zebraworks.com\/wp-content\/uploads\/2021\/10\/our-team-bill-bice-01-150x150.png 150w, https:\/\/zebraworks.com\/wp-content\/uploads\/2021\/10\/our-team-bill-bice-01.png 406w\" sizes=\"(max-width: 300px) 100vw, 300px\" \/><\/div>\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"uael-team-member-content\">\n\t\t\t\t\t\t\t\t\t\t\t<div class=\"uael-team-member-name\">\n\t\t\t\t\t\t<h3 class=\"uael-team-name\">Bill Bice <\/h3>\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"uael-team-member-designation\">\n\t\t\t\t\t\t\t<div class=\"uael-team-desig\">CEO | nQ Zebraworks\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"uael-separator-wrapper\">\n\t\t\t<span class=\"uael-separator\"><\/span>\n\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"uael-team-member-desc\">\n\t\t\t\t\t\t\t<div class=\"uael-team-desc\">Recognized as a legal tech industry visionary, receiving Thomson\u2019s innovator of the year award. Founder of ProLaw Software (acquired by Thomson Reuters), West km (used by 70% of the top 1000 law firms worldwide) and Exemplify (acquired by Bloomberg Law).<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>","protected":false},"excerpt":{"rendered":"<p>What do you do with physical mail when suddenly everyone is working at home? At the start of the pandemic, firms used the tools they had available and started scanning [&hellip;]<\/p>\n","protected":false},"author":23,"featured_media":11065,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"site-sidebar-layout":"default","site-content-layout":"default","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"default","adv-header-id-meta":"","stick-header-meta":"default","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[50],"tags":[],"class_list":["post-11005","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-articles"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/posts\/11005","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/users\/23"}],"replies":[{"embeddable":true,"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/comments?post=11005"}],"version-history":[{"count":0,"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/posts\/11005\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/media\/11065"}],"wp:attachment":[{"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/media?parent=11005"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/categories?post=11005"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/zebraworks.com\/en_gb\/wp-json\/wp\/v2\/tags?post=11005"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}