As complex technology seeps deeper and deeper into the legal profession, the role of the CIO or IT Manager must expand.  One area that the IT Manager is becoming involved in is choosing the office copier — now called a multifunction peripheral (MFP) because it incorporates copy, print, scan and fax capabilities.

Shaking Up Organizational Duties
Because MFPs have become part of the network, it is critical that IT Managers be involved in the purchase of these devices and the document distribution software sold with them.  Unfortunately, this transforming role is creating tension in some firms.  The office politics between operations/facilities and IT can cause tension in even the most stable of organizations.  In most offices, because of the political aspects of the decision, it may take someone senior such as the CIO to make the decision to reframe organizational responsibilities.

So why should a CIO worry about the networked copier?  Why should IT aggressively play a role in records management?  There are two main reasons:

1. Cost.  Many CIOs are realizing that one of the biggest issues plaguing attorneys and staff doesn’t have to do with technology or computer applications — just good old-fashioned paper!  Each office worker uses about 13,000 sheets per year through copying, printing and faxing.  This is a huge expense.
   
2. Accountability.  It’s crucial that CIOs care about who is managing the networked equipment in the organization.  The regulations of the past few years have put pressure on companies to manage records more efficiently and effectively.  With the implementation of regulations like Gramm-Leach-Bliley and Sarbanes-Oxley, the IT Manager must now assume responsibility for records storage and security.

Finding the Solution in the MFP
Document distribution software is being added to MFPs, transforming the ways companies distribute, share, modify and manage paper records.  With the pressure firms are facing to save money and increase productivity, IT Managers can positively impact the bottom line with MFPs by:

• Eliminating the need for fax machines (including all phone charges, supplies and maintenance costs) because workers can fax paper records right from the office copier.
• Dramatically reducing the costs of overnight courier and postage because workers can scan and distribute paper records as PDF attachments right from the copier.
  Recovering costs from clients for scanned documents by using automated cost recovery software that tracks the number of scanned records.

Conclusion
The first step in adding an MFP to your network is deciding who’s responsible for purchase, installation and maintenance.  And ultimately, the best system for your firm will be the one that is both easy to implement and easy for even the most technically challenged individual to use. 

About our author . . .

Michael Conley is Vice President of Engineering at eCopy, Inc., a leading provider of open and flexible solutions that rapidly integrate paper-based information into existing business processes and applications.  Michael can be contacted at 603.881.4450 or mconley@ecopy.com.