Garfinkel
Immigration Law
Firm
Case Study
Law Office Becomes Paperless with DocuWare
This immigration law firm utilizes DocuWare to archive immigration applications and
other legal documents. The move to paperless storage allows the firm to access case
files remotely, share documents among employees and improve customer service,
while securing sensitive information and reducing storage costs.
Established in 1997, Garfinkel Immigration Law Firm is one
of the largest immigration law firms in southeastern United
States. The firm focuses on business immigration, family
immigration and removal, also known as “deportation”
defense. Approximately 80% of the firm's work is corporate
immigration relating to bringing trained specialists into the
United Sates for employment.
Garfinkel is a member firm of the Alliance of Business
Immigration Lawyers or ABIL, made up of the 20 top US
business immigration lawyers in the country. Today, the
firm has grown to a team of 5 lawyers and 14 paralegals,
who manage their case load using Immigration Tracker, a
software suite for the law industry.
Garfinkel Immigration Law Firm
Garfinkel Immigration Law Firm
Industry:
Service
Location:
North Carolina, USA
Application:
Law files
Document types:
Immigration applications, visa applications, green
card applications, marriage and birth certificates
and legal documents
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Requirements and General Environment
Garfinkel was storing all of its completed files in paper
format and decided it was time to stop investing in filing
cabinets and off-site storage space. They wanted to find
an electronic document management solution and become
a paperless office. Their system requirements included a
system that could archive both electronic files and
scanned paper images in one system, improve access to
information and provide remote employees with easy selfserve access to case files.
Tasks
Create a single digital archive of both electronic
scanned files
Improve access to and collaboration on case
files
Provide remote access to case files
Once the firm has been retained to assist an individual or
employer, the client is sent by email a list of the
documents to submit to the firm and asked to log onto the Garfinkel website and complete a questionnaire. Once the
needed documents and questionnaire have been submitted, the immigration application materials are prepared and
submitted to the correct agency. These agencies could include the U.S. Citizenship and Immigration Services (USCIS),
the United States Department of State (USDOS), the United States Department of Labor (USDOL), the United States
Customs and Border Patrol (USCBP) or the Immigration and Customs Enforcement Agency (ICE).
Each application or case file is between 180- 400 pages and often must be submitted in paper format. Corporate
immigration cases also require submittal of the company's annual reports and other financial documentation which can
be quite lengthy and substantially increase the case file page count.
Solution
Garfinkel decided to implement DocuWare to eliminate the
need to print their case files for long term storage, as well
as to improve file access, portability and sharing while
simultaneously moving towards becoming a paperless
office. A few Kyocera multi-function devices were installed
as part of their solution.
Modules in use
Active Import
Today, documents such as birth and marriage certificates
are scanned and digitally added to the case file. The
original paper documents are returned to clients as soon
as possible. Once the file is complete and all documents
are received, they are scanned and indexed by: company
name, foreign national name, matter number, process type
and document type; then stored in DocuWare.
Additional documents are added to the electronic file as
needed. For example, the firm will receive a receipt in the
mail from the USCIS confirming that an application has
been received. Garfinkel will scan and store it in
DocuWare with the rest of the file. From there it can be
emailed to the appropriate client as needed. Other
documents that may be added are Requests for Additional
Evidence (“RFE”), relevant email such as a notification that
the employee is no longer with the company, or that another type of visa is needed.
"Immigration law involves very long processes and records management is crucial to keeping things running smoothly,"
said Allison H. Keller, Business Operations Manager for Garfinkel.
Garfinkel Immigration Law Firm
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Benefits
Garfinkel's digital archive has simplified file management
at the firm. Employees, including remote staff, now benefit
with instant access to completed case files. Digital files
allow multiple employees to review a file simultaneously for
easy collaboration. Clients also enjoy better service now
that documents are not physically shuffled around the
office and any authorized employee can step in when
another attorney is busy in court.
Benefits
Improved customer service with quick access to
any case file
Easy collaboration on case files
Cost savings from eliminating storage costs
Garfinkel works with the same companies over and over
concerning the immigration status of various employees.
Maintaining a digital copy of each company's financial statements saves time and energy when preparing corporate
immigration applications.
The firm was so pleased with its document management system that it decided to back scan every case file created
since their inception in 1997. Using temporary employees, Garfinkel scanned and archived over 400 boxes of files,
reducing storage costs and providing the firm with a comprehensive database. DocuWare is also used to electronically
route and store faxes, simplifying administrative duties and ensuring a copy of every fax is archived.
"DocuWare was the piece of software we needed to complete our transition to a paperless office. It is a crucial part of
the way we do business and every employee uses it every day. File retrieval is quick and accurate. Knowing that we
will have 100% of each case file every time, from anywhere has streamlined our practice," said Keller.
Garfinkel Immigration Law Firm
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Conclusion
"We provide exceptional immigration law service to our clients. Immigration
status affects not just the corporation, but individuals and families. With
DocuWare in place and our move to paperless case files, any authorized
employee is able to assist the individuals we ultimately are working for,
allowing us to meet our goal of providing exceptional service to our clients."
Steven H. Garfinkel, Managing Partner, Garfinkel Immigration Law Firm
This document can also be found here:
http://pub.docuware.com/en/garfinkel-immigration-law-firm
For more information please visit our website at:
www.docuware.com
Garfinkel Immigration Law Firm
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