Kozyak Tropin & Throckmorton implemented a print management and document imaging solution to streamline document workflows, increase operational efficiencies, and gain a rapid ROI. The solution integrated scanning, printing, and cost recovery across the firm's infrastructure. It allowed staff to scan documents directly into editable formats. It also improved security, automated cost tracking, and reduced IT support needs. Within three months, the firm realized a 100% ROI and cost savings of $30,000 in one month through recovered printing and scanning costs. The next steps include expanding scanning destinations and implementing card authentication.

1. Gaining a Rapid Return on Investment
With Print Management and Document Imaging Solutions
Presented by Chris Cardillo
Director of Technology and Marketing
Kozyak Tropin & Throckmorton, PA

2. Presentation Overview
• Industry Trends
• Project Implementation at Kozyak
Tropin & Throckmorton, PA (KT&T)
• Results
• Next Steps
• Q&A

3. Kozyak, Tropin & Throckmorton
• 20+ attorney firm with national
recognition
- Commercial Litigation
- Top Tier Bankruptcy Firm
- Top Ranked Trial Lawyers
- Trademark/Intellectual Property
• Large multi-district contingency fee Partial client list:
cases -Marriott International
- Large bankruptcy cases; e.g. -Dole Foods
dealing with Fraud/Ponzi Schemes -Fidelity Management
• Cases often last 3-10 years and have -Seminole Indian Tribe
heavy demands; lowering long-term -Sony International
costs is critical

4. Industry Trends

5. What’s New in Cost Recovery?
• Cost recovery systems must integrate
with several firm infrastructure MFP
systems and software platforms
• High cost, decentralized printing is a
growing trend over low cost MFP printing
• Virtualization of entire infrastructure is on
the rise
• Copying/faxing is on the decline but can
be heavy at times

6. What’s New in Cost Recovery?
• Dramatic increase in scanning
• Increase in the amount and size
of documents sent via email
• Color copying/scanning/printing
is on the rise

7. Print/Scan Cost Recovery Trends

8. What’s New in Print Management?
• Changing workflows: From fax/mail to virtual faxing;
user printing at the workstation has increased
• Color printing: Dramatic increase in color, and cost
far exceeds black & white; needs to be tracked
• Print tracking: Network and personal printers
increasing in popularity; tracking $ must be captured
• Litigation document conversion on the rise:
Document conversion to CD/DVD or online reviews

9. What’s New in Document Imaging?
• Transition from the back office
to the front office
- 70% businesses using MFPs to scan
- 56% expect this to increase
• Scanning drivers
- Information accessibility
- Reducing costs and time spent
• Productivity impact - #1 business
issue
- Paper-based and electronic process
co-existence

10. Project Implementation

11. Project Goals
• Track and recover lost costs on prints and scans
• Reduce client costs through imaging/web hosting
solutions
• Simplify user experience, offering a
single place for document processing
- Allow employees to OCR a document
themselves, and edit or manipulate PDF’s
for a fraction of the cost of Adobe
- Reduce logjams at the MFP; increase MFP
# in total and send processing to user
desktops

12. The Hidden Cost of Scans
Why is cost accounting on scans necessary?
• Virtual Storage
- 100% or more increase year over year for storage
needs
• Powerful Database Engine
- More images require more processing power of key
databases including email systems,
• Backup Capacity
- More storage requires larger backup media, faster
backups and often expensive replication solutions.
• Staffing Requirements
- Imaging and processing of OCR is time consuming.
- Profiling documents, loading into databases is complex
and requires Quality controls which can increase
processing time requirements

13. Implementation
• Workflow
-Re-established rules for
scanning, routing and
printing
• Training
-Very little needed
-Integrated products
• Equipment
-New MFP’s
-Equitrac Professional 5
-eCopy ShareScan and
eCopy Desktop

14. Third Party System Integrations

15. Document Workflow Integration
Follow-you Printing®
Online
Services Document E-mail Time and Billing
Management
Active
Directory
eCopy Desktop™
Windows Server Fax
Databases /
Equitrac Professional® 5 Applications
eCopy ShareScan™

16. Summary of Results

17. Improved Staff Productivity
• Fully integrated document capture & cost recovery
solution at the MFP
“Secretaries love
• Ability to scan documents into usable
the solution… It
Word documents saves hours of
-Profile documents at MFP vs. desktop typing and makes
-Scan direct to Worksite/iManage filling out forms
easy.”
• Streamlined document workflows
-Email scanned images to outside recipients from MFP
from the user’s email account rather than a generic user
-Easy to use software for PDF to word conversion;
combine, split, edit PDF’s

18. Increased Operational Efficiencies
• Recover lost revenue from cost of digital document delivery
• Eliminate manual tracking
of prints and scans
• Reduced IT support
-Minimal training on new solutions
-Integration of technology
-Users empowered to do tasks,
previously only IT could do
• Leverage potential of MFPs
-Utilize full capabilities of devices
-Allow MFP to be used while document
processing is happening at workstation level
-Reduced wait time at MFP

19. Security and Audit Trails
• Authentication at the MFP
-E-mail audit trails
-Active directory
integration
• Track who scans, prints
and copies
• Differentiates between
B/W and Color jobs
• Ability to pull printer data
-Queued Activity Reports

20. Rapid Return on Investment
• Huge cost savings
• One client: $30,000 in one month “We realized an
– Recovered costs on prints/scans 100% ROI within
just three
– Postage, long distance phone months.”
charges, faxes

21. What’s Next in the Roadmap?
• Use MFPs for both ad hoc and batch
scanning via barcode cover sheets
• Scan direct to additional applications
– Direct scan to CT Summation
• Card authentication to MFPs and applications residing
on the device
• Set the stage for “paperless office” processing

22. Chris Cardillo
Director of MIS
Kozyak, Tropin & Throckmorton
Phone: (305) 372-1800
Email: cjc@kttlaw.com