Legal Technology Journal

Law firm uses multi-functional devices as part of new digital document strategy and reduces filing by 80 percent 

UK, 15 December 2008:  Shepherd and Wedderburn, one of the UK’s leading law firms, has turned to Ricoh in an attempt to reduce the amount of paper it stores, make case files easier to access, and reduce its print volumes. 

The firm decided to implement a new electronic document management system designed to reduce the volume of filing, reduce storage costs and make document retrieval easier, when it relocated to a new office in Edinburgh in summer 2008.  Working with distributor Capital Solutions, Shepherd and Wedderburn selected 23 multi-functional devices from Ricoh.  It also chose software from eCopy, to support its existing Worksite content management system. 

Since the new strategy went live the volume of filing has been reduced by 80 per cent and the cost per page printed has been reduced by 50 per cent when compared with the legacy system. In addition, print volumes have dropped by 40 per cent because there is now no longer a need to retain hard copies of emails.

“We have to keep clients’ case files for up to 10 years in order to fulfil our regulatory obligations and using physical documents was limiting the level of service that the firm could offer to clients,” explains Gary Alman, IT Director at Shepherd and Wedderburn.  “Capital and Ricoh offered a high quality set of products at a competitive price which gave us the confidence that we were making the right decision”.

“The move to more electronic documents has been a real cultural change for Shepherd and Wedderburn, but staff have really embraced the company’s new approach.  The proof of its success is evident from the savings that have been made, the reduction in off-site storage, and in improvements Shepherd and Wedderburn has been able to make in the service it delivers to its customers.” comments Chas Moloney Ricoh UK’s marketing director, Chas Maloney