Since many of our clients use VDS for Onsite Managed Services (meaning our team members regularly use the solutions we implement onsite and at the firm), we have a unique perspective. VDS measures success differently than "traditional consultants" would since our team is often directly impacted by a faulty deployment. Whether the client contracts with us for a project, for process consulting or for onsite management, we understand the “user perspective” better than a team that comes in, provides a roadmap, and then leaves. In simple terms, you want the people building your solutions to be invested in the outcome and know how to execute them no less than the end users who ultimately have to use the solution.
Our goal is
to provide your firm with a path to fast, accurate access to information that is personalized to the end user perspective. VDS blends a combination
of technologies, from commercially available software to our proprietary records management system to give your firm access to any file, at any time,
from any desktop or a remote location. Whether it’s the decision to build a program from the ground up, or make changes to an existing
program, implement a new software solution or integrate an existing one, we ultimately view these endeavors as long term commitments
Intranets & Portals
Easy Access to Workflows is a Key to Success
Access is a key component to the adoption of “less paper-dependent” initiatives and since that path requires a variety of different electronic workflows, it is a good practice to make them easily accessible to users from one place. Most law firms have an Intranet site and most of them go underutilized. These sites when turned into a portal
can allow you to expose a variety of electronic workflows, documents, resources, links to commonly used applications or even windows into those applications turning it into a place we train your users to access for virtually everything they need.
Automated New Business Intake
Streamline Your Complete New Business Process
Client related workflows begin with new business intake. The easier it is to have new business materialize, the faster the timekeepers can begin to generate revenue.
However there are a myriad of moving parts and requirements that go into a successful new business intake workflow. Most critical is the design of an auto generated review process
and instant access to the submittal at any stage of the process where the user transactions are logged and the client information is passed automatically to the time and billing system once the review process has finished.
Electronic File Workflow
Expose Personalized Electronic Files to Users
The need for immediate and accurate access to “personalized” information is becoming more critical. Our approach is to push out electronic records including email based on the end users role in the firm and what cases or clients they are handling,
rather than having them searching through a variety of information repositories with different structures to find what they need. This allows end users, from one portal, to find information within our outside of the document management system, the network file shares or the multitude of other systems where information is stored.
Most importantly, it is organized like a physical file. The secret to success is a convergence of technology, people, processes and training which are all key components for workflow that avoids redundancy and inefficiency. VDS partners with you on the workflow, the technology and in some cases, establishing a fully managed Business Intake Center.
Email Drag & Drop
Outlook Alone isn’t Enough to Manage Email
The most difficult element of a comprehensive email management solution is allowing the users to file and access their email from Outlook by
dragging and dropping emails into SharePoint. While this is happening,associated metadata properties are being captured. A key difference between our solution
and others is that when a matter passes New Business Intake, these Outlook/SharePoint folders are automatically created. The users only need to direct
email into them. Once filed, emails are also accessible alongside the other electronic records.
Automate Your File Review & Disposition Process
Firm’s that are moving away from paper still need to deal with their existing files and boxes. This leads to the subject of retention and disposition
and how to manage the files that are currently in existence while transitioning away from a paper heavy office. Barcoding technology is not new in law firms but it is typically
only used for file generation and not for disposition and destruction. Proper “real-time” auditing and reporting, automated physical file requests
and all the necessary features for a robust records management system are typically not utilized or underutilized.
This is where VDS takes a different approach creating a workflow where notifications are automatically sent when
something is eligible to be reviewed. Also, the system automatically tracks all of the files and their disposition so the firm does not lose
site over exactly how much paper they have onsite and offsite.
VDS (Vendor Direct Solutions)
515 S. Figueroa Street, Suite 1900
Los Angeles, CA 90071