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Background
Clifford Chance is one of the world’s leading
law firms, with 35 offices spanning 25
countries and employing some 3,400 legal
advisors.
Specialising in all areas of commercial
law including corporate, finance, capital
market and litigation, Clifford Chance
has an enviable scale and depth of legal
resources across the key markets of Africa,
the Americas, Asia Pacific, Europe and the
Middle East.
The Challenge
Providing services to some of the largest
global MNCs and organisations and handling
large and complex legal transactions on their
behalf is the norm at Clifford Chance.
Lawyers and legal secretaries are required to
apply their intellectual capital onto papers
and documents for subsequent negotiations
and signings. Essential to the process is the
ability to produce quality legal documents
in the quantity required and in time to meet
deadlines.
Easier said than done! Clifford Chance
found that legal secretaries were spending
significant time and effort printing and
copying documents. The direct result
was increased costs caused by rework
as documents were being assembled by
personnel who had not received the correct
training. A further complication was the
use of multiple vendors’ printers and the
increased cost and confusion experienced
trying to manage different fleets of
machines.
Finally mail and distribution operations
were also suffering due to the lack of
appropriately trained staff to perform this
vital function.
It was clearly acknowledged that lawyers
and legal secretaries are hired for their
professional skills and having them
channel their time in maintaining these
vital administrative functions was costly,
time wasting and resulting in substandard
output quality. Clifford Chance wanted to
find a reliable partner capable of assuming
full responsibility of the delivery of these
and allowing the professional legal to
channel their energies towards their area of
expertise.
As the market leader in document
production centres, Fuji Xerox was chosen by
Clifford Chance as the partner to handle all
print and mailroom operations.
The Solution
Fuji Xerox worked hand-in-hand with Clifford
Chance to define the specific mailroom and
print service requirements and in turn deliver
a roadmap of the services to be deployed that
fully satisfied Clifford Chance’s needs.
Clifford Chance Reboots the Print
& Mail Room with Fuji Xerox Print &
Change Management Services
Clifford Chance
Legal
Case Study
“Instead of dumping technologies
like what some vendors do,
Fuji Xerox brought a change
management process to coach
and train not only their own
staff, but our lawyers and legal
secretaries, so that they know
what services are available to
them and what technologies can
now do for them.”
–	Justin Young
	 General Manager
	 Singapore & Bangkok	
	 Clifford Chance
© 2013 Fuji Xerox Singapore Pte Ltd. All rights reserved. Xerox and the sphere of connectivity design are trademarks or
registered trademarks of Xerox Corporation in the U.S. and/or other countries.
Fuji Xerox, by providing a comprehensive Print
and Mailroom Service have fully transformed
Clifford Chance’s end to end document
handling capability. This was achieved
through the delivery of:
• Managed Print Room with Fuji Xerox 700
Digital Color Press (700DCP) and D125
Production Systems.
• Managed Mail Room to handle all
mailroom and distribution operations.
• Provision of 4 DocuCare, competent on-site
Fuji Xerox officers who will manage all
devices, print and mail-related duties for
Clifford Chance.
• Additional services including Bible CD
burning, fleet management of vendors’
machines and overall management and
control by dedicated on-site supervisor.
• Change management initiatives to educate
staff on new services implemented.
The Results
The success of the transformed Managed
Print and Mail Room can be measured
through both a 20% reduction in printing
costs and freeing up 40% additional time for
legal secretaries to engage on client activity.
Additional benefits include:
• Trained DocuCare staffs are always on
hand to perform professional print and
mail operations that resulted in equivalent
salary for these trained personnel.
• The Print Room’s expertise has enabled
the re-engineering of existing document
formats including size, shape and color to
maximize print quality and economy.
• Correctly executed print jobs eliminate
wastage. Lawyers and legal secretaries
simply send in their print requests to the
Print Room in full knowledge they can be
assured of quality print on time.
Introducing the 40/20
• Over and above core printing capability,
the Print Room also provides production of
collaterals in various finishes such as plastic
comb and velo binds.
• The Mail Room takes full responsibility of all
incoming mail, internal and outgoing mail,
shipping and receiving, further improving
productivity and establishing a single point
of accountability.
To enable the accurate tracking of costs,
volumes, machine performance and even
DocuCare on-site staff performance, Fuji
Xerox provides visibility of all print and mail
operations through monthly consolidating
reports to Clifford Chance.
Finally on account of the service being tightly
integrated to Clifford Chance’s specific
business requirements, Fuji Xerox also
manages the process of Bible CD burning.
This is the process by which all information
about a particular legal transaction which
may be required for future references can
be safely archived to CD for storage. Best of
all Clifford Chance was not required to meet
the cost of replacing other vendors’ print
devices as Fuji Xerox is also providing fleet
management of these machines through a
convenient single point of contact.
The provision of change management
initiatives also ensures that all staff in Clifford
Chance are introduced to the new services
and technologies available to them. Instead
of dumping technologies to them after sales,
Fuji Xerox have progressively engaged and
involved Clifford Chance’s staff in trainings
and workshops throughout the transition.
The Future
Moving forward, Clifford Chance is
already planning to leverage on this close
partnership with Fuji Xerox to implement
similar services in its Thailand office.
About Fuji Xerox Singapore. Established in 1965, Fuji Xerox Singapore is the country’s leading provider of new
class document solutions. We offer an unparalleled portfolio of document technologies, services, software,
supplies and document-centric outsourcing. Supported by an unrivalled team of industry leading professionals,
we are committed to help our customers achieve increased productivity and process efficiency gains through
innovative document solutions, while meeting their sustainability objectives and reducing costs.
For more information on how we help leading legal firms,
visit www.fujixerox.com.sg or call us at 6766 8888.
Case Study Snapshot
The Challenge
•	 Critical legal transactions require
professionally printed documents
•	 Lawyers and legal secretaries were
spending too much time on non-
value added activities of printing or
copying documents
• 	 No trained personnel to perform
mail operations
•	 No single point of contact to
manage multiple vendors’ print
devices
The Solution
•	 Fuji Xerox Print & Mailroom
Services
•	 Provision of 4 DocuCare officers to
handle all print and mail operations
•	 Bible CD burning, fleet
management of vendors’ print
devices and single point of contact
from Fuji Xerox on-site supervisor
•	 Change management initatives
to educate Clifford Chance staff
during transition
The Results
•	 Reduced costs by 20% due to
the availability of trained staff to
perform the relevant print and mail
duties
•	 Released 40% of legal secretaries’
time to focus on core activities
•	 Provided monthly consolidated
reports on all print and mail
operations
•	 Enabled the printing of documents
in various formats, sizes and
finishes such as plastic comb and
velo binds
•	 Facilitated Clifford Chance staff
in adopting new services and
technologies through Fuji Xerox
change management initiatives
Watch the video
http://goo.gl/RBFK0

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Print and change management services - Clifford chance case study

  • 1. Background Clifford Chance is one of the world’s leading law firms, with 35 offices spanning 25 countries and employing some 3,400 legal advisors. Specialising in all areas of commercial law including corporate, finance, capital market and litigation, Clifford Chance has an enviable scale and depth of legal resources across the key markets of Africa, the Americas, Asia Pacific, Europe and the Middle East. The Challenge Providing services to some of the largest global MNCs and organisations and handling large and complex legal transactions on their behalf is the norm at Clifford Chance. Lawyers and legal secretaries are required to apply their intellectual capital onto papers and documents for subsequent negotiations and signings. Essential to the process is the ability to produce quality legal documents in the quantity required and in time to meet deadlines. Easier said than done! Clifford Chance found that legal secretaries were spending significant time and effort printing and copying documents. The direct result was increased costs caused by rework as documents were being assembled by personnel who had not received the correct training. A further complication was the use of multiple vendors’ printers and the increased cost and confusion experienced trying to manage different fleets of machines. Finally mail and distribution operations were also suffering due to the lack of appropriately trained staff to perform this vital function. It was clearly acknowledged that lawyers and legal secretaries are hired for their professional skills and having them channel their time in maintaining these vital administrative functions was costly, time wasting and resulting in substandard output quality. Clifford Chance wanted to find a reliable partner capable of assuming full responsibility of the delivery of these and allowing the professional legal to channel their energies towards their area of expertise. As the market leader in document production centres, Fuji Xerox was chosen by Clifford Chance as the partner to handle all print and mailroom operations. The Solution Fuji Xerox worked hand-in-hand with Clifford Chance to define the specific mailroom and print service requirements and in turn deliver a roadmap of the services to be deployed that fully satisfied Clifford Chance’s needs. Clifford Chance Reboots the Print & Mail Room with Fuji Xerox Print & Change Management Services Clifford Chance Legal Case Study “Instead of dumping technologies like what some vendors do, Fuji Xerox brought a change management process to coach and train not only their own staff, but our lawyers and legal secretaries, so that they know what services are available to them and what technologies can now do for them.” – Justin Young General Manager Singapore & Bangkok Clifford Chance
  • 2. © 2013 Fuji Xerox Singapore Pte Ltd. All rights reserved. Xerox and the sphere of connectivity design are trademarks or registered trademarks of Xerox Corporation in the U.S. and/or other countries. Fuji Xerox, by providing a comprehensive Print and Mailroom Service have fully transformed Clifford Chance’s end to end document handling capability. This was achieved through the delivery of: • Managed Print Room with Fuji Xerox 700 Digital Color Press (700DCP) and D125 Production Systems. • Managed Mail Room to handle all mailroom and distribution operations. • Provision of 4 DocuCare, competent on-site Fuji Xerox officers who will manage all devices, print and mail-related duties for Clifford Chance. • Additional services including Bible CD burning, fleet management of vendors’ machines and overall management and control by dedicated on-site supervisor. • Change management initiatives to educate staff on new services implemented. The Results The success of the transformed Managed Print and Mail Room can be measured through both a 20% reduction in printing costs and freeing up 40% additional time for legal secretaries to engage on client activity. Additional benefits include: • Trained DocuCare staffs are always on hand to perform professional print and mail operations that resulted in equivalent salary for these trained personnel. • The Print Room’s expertise has enabled the re-engineering of existing document formats including size, shape and color to maximize print quality and economy. • Correctly executed print jobs eliminate wastage. Lawyers and legal secretaries simply send in their print requests to the Print Room in full knowledge they can be assured of quality print on time. Introducing the 40/20 • Over and above core printing capability, the Print Room also provides production of collaterals in various finishes such as plastic comb and velo binds. • The Mail Room takes full responsibility of all incoming mail, internal and outgoing mail, shipping and receiving, further improving productivity and establishing a single point of accountability. To enable the accurate tracking of costs, volumes, machine performance and even DocuCare on-site staff performance, Fuji Xerox provides visibility of all print and mail operations through monthly consolidating reports to Clifford Chance. Finally on account of the service being tightly integrated to Clifford Chance’s specific business requirements, Fuji Xerox also manages the process of Bible CD burning. This is the process by which all information about a particular legal transaction which may be required for future references can be safely archived to CD for storage. Best of all Clifford Chance was not required to meet the cost of replacing other vendors’ print devices as Fuji Xerox is also providing fleet management of these machines through a convenient single point of contact. The provision of change management initiatives also ensures that all staff in Clifford Chance are introduced to the new services and technologies available to them. Instead of dumping technologies to them after sales, Fuji Xerox have progressively engaged and involved Clifford Chance’s staff in trainings and workshops throughout the transition. The Future Moving forward, Clifford Chance is already planning to leverage on this close partnership with Fuji Xerox to implement similar services in its Thailand office. About Fuji Xerox Singapore. Established in 1965, Fuji Xerox Singapore is the country’s leading provider of new class document solutions. We offer an unparalleled portfolio of document technologies, services, software, supplies and document-centric outsourcing. Supported by an unrivalled team of industry leading professionals, we are committed to help our customers achieve increased productivity and process efficiency gains through innovative document solutions, while meeting their sustainability objectives and reducing costs. For more information on how we help leading legal firms, visit www.fujixerox.com.sg or call us at 6766 8888. Case Study Snapshot The Challenge • Critical legal transactions require professionally printed documents • Lawyers and legal secretaries were spending too much time on non- value added activities of printing or copying documents • No trained personnel to perform mail operations • No single point of contact to manage multiple vendors’ print devices The Solution • Fuji Xerox Print & Mailroom Services • Provision of 4 DocuCare officers to handle all print and mail operations • Bible CD burning, fleet management of vendors’ print devices and single point of contact from Fuji Xerox on-site supervisor • Change management initatives to educate Clifford Chance staff during transition The Results • Reduced costs by 20% due to the availability of trained staff to perform the relevant print and mail duties • Released 40% of legal secretaries’ time to focus on core activities • Provided monthly consolidated reports on all print and mail operations • Enabled the printing of documents in various formats, sizes and finishes such as plastic comb and velo binds • Facilitated Clifford Chance staff in adopting new services and technologies through Fuji Xerox change management initiatives Watch the video http://goo.gl/RBFK0