DocuLex

The Office of the Public Defender, Tenth Judicial Circuit, is a state of Florida agency that provides legal representation to adults and juveniles charged with a crime who cannot afford to hire an attorney, and to the mentally ill and developmentally disabled who are subject to involuntary commitment proceedings. The Tenth Judicial Circuit of Florida consists of Polk, Highlands and Hardee Counties, with the current Public Defender being J. Marion Moorman. Since Mr. Moorman’s election in 1984, the Office has grown to over 140 employees, including more than 75 lawyers who serve clients in the circuit and county courts of the Tenth Judicial Circuit, as well as appellate clients in the Second District Court of Appeal, the Florida Supreme Court and the federal courts. Public Defenders have both a constitutional and an ethical duty to provide zealous legal representation to every client, and serve as warriors for those in need of a champion.

The Office of the Public Defender, Tenth Judicial Circuit understands how imperative efficient, effective and timely case management can be to the future of those charged with a crime, and, as such, determined the need to access thousands of case files and other documents from multiple locations, over a network, to best represent clients that urgently needed assistance.

Founded in 1965, the National Border Patrol Council is the labor organization representing all non-supervisory U.S. Border Patrol employees, currently numbering about 13,000 nationwide.

The Council aggressively and effectively represents employees through negotiations, litigation and legislative action, provided by a nationwide network of several hundred well-trained and dedicated volunteer activists and a small staff of extremely capable professionals, and is affiliated with the American Federation of Government Employees and the AFL-CIO.

Rich Pierce, Executive Vice President of the National Border Patrol Council, oversees the assignment of labor cases to the almost 500 union representatives, attorneys and field representatives that handle matters for Border Patrol employees surrounding disciplinary actions such as suspensions and terminations of employment. Mr. Pierce is also tasked with devising the best IT solutions to automate the process of case management for the Council representatives.

Atlanta-based Parker, Hudson, Rainer & Dobbs LLP has over 60 attorneys specializing in commercial lending, bankruptcy, corporate, health, real estate, commercial litigation, tax, and employee benefits law. For over 25 years, Parker, Hudson, Rainer & Dobbs LLP has offered a wide range of legal expertise in an environment that combines superior legal talent and work product with excellent service.

After 25 years of considerable accomplishments, Parker, Hudson, Rainer & Dobbs LLP discovered it had a problem – or 14,000 to be more exact.

The Challenge

Parker, Hudson, Rainer & Dobbs had over 14,000 boxes of documents in off-site storage and another 500 in its Atlanta office. With the majority of PHR&D clients being financial institutions, many of the boxes contained files from closings of large transactions that had accumulated over the years. How to retain these documents as necessary, while providing easy access to them?

Paying thousands of dollars per month in document storage fees, and additional fees to have any boxes retrieved from storage or returned to the warehouse, the firm , decided enough was enough. Benita Dansby, IT Manager for PHR&D, was tasked with finding the best solution for the problem.

For more than ten years, Anna Maria Gulf Coast Rentals has been serving the beautiful Florida Gulf Coast, offering the largest selection of premier rental properties on Anna Maria Island, Perico Island, Bradenton Beach and west Manatee County. Anna Maria Gulf Coast Rentals (AMGCR) provides every type of accommodation from one-bedroom efficiencies to 5 bedroom luxury homes and villas, year-round or for holiday getaways.

As a vacation rental company, AMGCR manages over 30 annual properties and over 300 seasonal properties throughout the Florida barrier islands for almost as many owners scattered across the globe. Each of these property owners requires a monthly statement on their property, including copies of income, upcoming reservations, maintenance work performed and any other documentation related to their property for that month.

Traditional mail was just not working. Copies, copies and more copies. Envelopes being stuffed, postage and TIME. Things could get lost in the mail and there were lag times in delivery, especially internationally. Between one person and one part time assistant, the cost in materials and resources was overwhelming.

Said Jennifer Coburn, General Manager of AMGCR, “We take pride in our superior customer service, and decided that we needed an additional edge over our competition, which still frequently uses the “traditional” method of deploying statements and supporting documentation to customers – on paper.”

Through Ricoh Corporation, one of the leading manufacturers of digital office copiers and multi-function peripherals, Jennifer learned that AMGCR could combine their newly purchased Ricoh 2232C digital office copier with DocuLex’s Goby Capture software package to fully automate the entire capture, file management and delivery process.

Goby Capture software from DocuLex provides convenient scanning, indexing, archiving and document delivery capabilities. As a component of Goby, AMGCR uses the Goby Profiler to catalog scanned documents with custom index metadata and custom file names. In this instance, a barcoded sheet is added to the stack of owner documents to be scanned for that month. The barcode includes information on whether the property is annual or seasonal, owner name, month, year and any other pertinent information. The next component of Goby, Goby Monitor, working on their server, then grabs the scanned image files, OCR’s them and electronically files a fully searchable PDF according to the barcode specifications.