• Critical legal transactions require professionally printed documents
• Lawyers and legal secretaries were spending too much time on nonvalue 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

• 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 FUJIFILM Business Innovation on-site supervisor
• Change management initatives to educate Clifford Chance staff during transition

About Clifford Chance

Clifford Chance is a multinational law firm headquartered in London. It is one of the world’s pre-eminent law firms, with 36 offices spanning 26 countries and employing approximately 3,300 legal advisors.

Acknowledging The Challenges

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.

In reality, Clifford Chance found that legal secretaries were spending significant time and effort in 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.

The problem is even extended to the mail and distribution operations who were 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 management, FUJIFILM Business Innovation was chosen by Clifford Chance as the partner to handle all print and mailroom operations.

A Smarter Way of Working

FUJIFILM Business Innovation 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 and resolved its teething issues

By providing a comprehensive Print and Mailroom Service, FUJIFILM Business Innovation fully transformed Clifford Chance’s end to end document handling capability. This was achieved through the delivery of:

• Managed Print Room with FUJIFILM Business Innovation 700 Digital Color Press (700DCP) and D125 Production Systems
• Managed Mail Room to handle all mailroom and distribution operations
• Provision of 5 competent on-site FUJIFILM Business Innovation 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.

A Law Firm Transformed

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.
• 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, FUJIFILM Business Innovation 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, FUJIFILM Business Innovation 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 FUJIFILM Business Innovation 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, FUJIFILM Business Innovation have progressively engaged and involved Clifford Chance’s staff in trainings and workshops throughout the transition.