24 03, 2025

The Future of Mail and Records in a Hybrid World: How Airmail2 Cloud Delivers Secure, Digital Solutions

Michael Herzog2025-03-24T10:51:58-07:00March 24th, 2025|Paper2Digital Blog|

The Future of Mail and Records in a Hybrid World: How Airmail2 Cloud Delivers Secure, Digital Solutions

The shift to a hybrid workforce has fundamentally changed how businesses and law firms manage mail and records. For decades, paper-based processes were standard practice, but today are a liability. The inefficiencies, security risks, and costs of maintaining traditional mail and records rooms are pushing organizations to re-think their approach.

At DocSolid, we’ve built Airmail2 Cloud, a purpose-built cloud SaaS solution that digitizes and optimizes mail and records operations, ensuring secure, streamlined access from anywhere. Whether you are are a optimizing your firm’s real estate footprint, a corporate legal department seeking stronger compliance, or a commercial business focused on improving workflow efficiency, Airmail2 Cloud helps modernize document management for a digital-first world.

Why Paper-Based Mail and Records No Longer Work

Many firms made abrupt shifts to digital processes in recent years, including scanning and distributing mail electronically. These makeshift digital mailrooms allowed operations to continue, but they lack structure, governance, and security. Firms still operating with temporary, inefficient workflows need to consider the risks:

Security & Compliance Risks – Scanned PDFs are often attached to emails and sent without tracking or governance, increasing the risk of breaches, lost documents, and regulatory violations.

Inefficiencies & Cost Burdens – Firms physically deliver mail after scanning it, duplicating efforts and creating unnecessary work. Many continue to pay for file rooms and paper-based workflows despite shrinking office space.

Hybrid Work Challenges – With attorneys and professionals working two to three days per week remotely, firms must ensure seamless, digital access to mail and records from anywhere.

The solution? A structured, purpose-built digital mail and records management system purpose-built for the hybrid workplace.

Introducing Airmail2 Cloud: A Purpose-Built Solution for the Hybrid Workplace

Unlike generic scanning solutions, Airmail2 Cloud is engineered specifically for digital mailrooms and records rooms, offering a secure, automated, and fully governed workflow.

Digital Mailroom Solution

How it Works:

Secure, DMS-Centric Delivery – Mail is automatically scanned, tagged, and routed directly into the firm’s document management system (DMS), including iManage, NetDocuments, SharePoint, and OneDrive. No more scattered PDFs floating in email inboxes.
Smart Notifications & Structured Workflows – Users receive email notifications with secure links, avoiding governance risks associated with PDF attachments.
Customizable Mail Processing – Firms can configure rules for mail delivery, ensuring the right documents reach the right people with minimal manual handling.

Why It Matters:

Eliminates unstructured, makeshift scanning processes that lack governance
Reduces the costs and inefficiencies of physical mail distribution
Ensures attorneys and staff can access mail seamlessly—whether at home or in the office

Digital Records Room Solution

How it Works:

Structured Record Profiling & DMS Integration – Mailroom and records staff index documents into the correct matter file, client folder, or department archive without requiring direct DMS access.
Automated Paper Disposition Tracking – Firms can digitally manage paper documents from scan to secure destruction, reducing the need for on-site file rooms.
Enterprise-Grade Compliance & Audit Trails – Every scanned document is tracked, ensuring firms meet regulatory and security standards.

Why It Matters:

Supports law firm real estate reductions by eliminating paper-based file rooms
Ensures critical records are accessible—without relying on physical retrieval
Enhances document security and compliance, reducing exposure to breaches and malpractice risks

Built for Law Firms—Trusted Across Industries

DocSolid is a proven leader in digital mail and records solutions, with a track record of success with many of the largest law firms, corporate legal departments, and commercial businesses in the world.

Airmail2 Cloud is growing in usage beyond the legal market as many types of business discover the benefits of a cloud-based scanning solution. Companies in staffing, insurance, finance, and professional services are leveraging Airmail2 Cloud to modernize document workflows and improve information governance.

Certified integrations with leading document management platforms—including iManage, NetDocuments, Microsoft OneDrive, and SharePoint— make Airmail2 Cloud easy for any organization to choose.

Ready to Future-Proof Your Mail and Records Management?

If your firm or organization is still relying on outdated mail and records processes, now is the time to modernize.

✔ Reduce costs by eliminating physical mailrooms and file storage
✔ Strengthen governance with a structured, DMS-centric approach
✔ Improve efficiency with automated workflows and secure, cloud-based delivery

Want to learn more? Email us at hello@docsolid.com or visit our website to see how Airmail2 Cloud can transform your mail and records management.

Airmail2 Cloud Digital Mailroom Resources

12 12, 2024

How to Buy Airmail2 Cloud

Michael Herzog2025-03-24T09:00:59-07:00December 12th, 2024|Paper2Digital Blog|

25 08, 2024

DocSolid’s Airmail2 Cloud Takes Flight, from the Flight Plan™ to SOC2

Michael Herzog2025-02-20T12:25:49-07:00August 25th, 2024|Paper2Digital Blog|

DocSolid’s Airmail2 Cloud
Takes Flight
From the Flight Plan to SOC2

DocSolid introduced the Airmail2 Cloud Digital Mailroom and Digital Records Room solutions in 2024 with integrations to cloud-based document management systems like iManage, NetDocuments, Microsoft OneDrive and SharePoint. Our patented batch scanning with barcode labels has gone through several generations of technology advancements over the past ten years, but provisioning it in a cloud SaaS platform presented a whole new level of challenges and requirements for us. It not only changed the product, but it also changed our company. These changes include new technologies, more security and reinventing our deployment model. Here is a recap of our 18 month journey bringing Airmail2 Cloud to market.

The Hybrid Workplace in 2024
Airmail2 was originally introduced in 2020 as a software solution installed on premises. It was a timely pivot for DocSolid, anticipating the sea change of remote work commonly described as the hybrid workplace. In general terms, hybrid work refers to employees working 2 or 3 days per week in the office and working from home the other days.

According to research, more than half of law firm employees surveyed confirm that their firm has established a policy that requires lawyers to come in at least three days per week. 85% report a requirement of less than four days per week. Regarding the flexibility of this requirement, 64% report that the overall policy is flexible, allowing staff to largely choose which days they are in the office.¹

Hybrid work, particularly in law firms, requires employees to have access to information regardless of whether they are in their home office or downtown office.

Airmail2 Cloud – The Mission

Product Improvements
Airmail2 Cloud is deployed as a separate, private instance for each customer in the Microsoft Azure cloud, managed by DocSolid. This infrastructure tech stack provides network security and a modern approach to scalability with serverless Apps. Supporting multiple identity providers for SSO was also a requirement. A key technical challenge… Sorting out how scanned documents will be transferred securely into a customer’s Airmail2 Cloud private storage, originating from the existing scanning hardware back down on the ground. This led us to engineer a new software component called the Azure Sender to securely transmit digitized documents from any networked scanning device. Data files are encrypted in transit and at rest, saved in the customer’s Airmail2 Cloud private storage.

Another innovation is DocSolid’s newest generation of Mailman image processing technology. On demand image processing is a new way of deploying Mailman engines in the cloud. If there is a significant increase in the amount of paper being scanned by a customer, they will always have the additional image processing power they need.

Company Improvements
Before launching the product and going to market, the company initiated a comprehensive audit process to assess the readiness of the product, our business policies and operations in accordance with the AICPA (American Institute of Certified Public Accountants) SOC2 (System and Organization Controls). A widely accepted security framework, the SOC2 Type2 attestation confirms a SaaS vendor’s product and operations meet the association’s standards. The core of this standard involves five Trust Services Criteria (TSC); security, privacy, confidentiality, processing integrity, and availability. DocSolid achieved our SOC2 Type2 attestation for Airmail2 Cloud July 4, 2024.

Project Improvements
Another improvement as DocSolid transformed into a SaaS vendor is the Airmail2 Flight Plan.™ The name is derived from our “airmail theme” because it is a superb metaphor for project leadership at DocSolid. In aviation, the flight plan documents where the pilot and crew originated from, their destination, timing, fuel, weather and other specifications. The Airmail2 Cloud Flight Plan™ is a reference guide for each customer, documenting how their system is configured including workflows and settings. It is also a resource to propel adoption and achieve desired business outcomes.

As you might expect, deploying Airmail2 Cloud takes less time than an on premises installation and it simplifies the project for our customers.

Airmail2 Cloud Project Timeline

Project Initiation
Kickoff Meeting
Educate Project Team
Discovery Session(s)
Airmail2 Flight Plan™

Airmail2 Cloud Provisioning
Connect DMS and Scanning Devices
Tailor System to Flight Plan
System Walkthrough – Acceptance
Production Ready

Status Meetings through Launch
Rollout to Launch Office(s)
1 Month – Launch Feedback
6 Months – Metrics Review
Solution Assessment

Conclusion
In 18 months, Airmail2 Cloud was built, tested and independently audited. Since then, we have onboarded our first new customers. Existing DocSolid customers are now switching from older on prem installations to Airmail2 Cloud.

Welcome aboard Airmail2 Cloud with new departures daily. Enjoy your flight with us.

Airmail2 Cloud Digital Mailroom Resources

SOURCE
1. 2024 Law Firm Office Attendance Policies Report, Thomson Reuters Institute https://www.thomsonreuters.com/en-us/posts/legal/law-firm-office-attendance-policies-report-2024/

5 05, 2023

CISO in Law Firms Face Hybrid Work Challenges

Michael Herzog2023-09-22T11:41:30-07:00May 5th, 2023|Paper2Digital Blog|

Chief Information Security Officers in Law Firms Face Hybrid Security Challenges

Many law firms have shifted towards a hybrid work model, where employees alternate between working from home and working at their law office. While this model has provided greater flexibility, it has also presented significant challenges for Chief Information Security Officers, CISO in these firms.

Law firms have always been a prime target for cybercriminals due to the sensitive and confidential nature of the data they hold. The shift towards hybrid work has only made things more complicated for CISOs, who must now contend with a distributed workforce, varied devices, and continual risks from email phishing. In this article, we will discuss the challenges facing CISOs in law firms due to hybrid work and how they can mitigate these risks.

Remote Workforce
With employees working from different locations, it becomes more difficult for CISOs to maintain a secure environment. Home networks are typically less secure than office networks, and employees may be using personal devices that are not adequately secured. This can make it easier for cybercriminals to gain access to the firm’s network and steal sensitive data.

To mitigate this risk, CISOs must implement strict security protocols for remote workers. This includes ensuring that all devices are up to date with the latest security patches, enforcing strong password policies, and providing employees with secure VPN access to the firm’s network.

Increased Cyber Attacks
Cybercriminals have been taking advantage of the pandemic to launch more sophisticated and targeted attacks. With law firms holding sensitive data, they are an attractive target for cybercriminals looking to steal confidential information, commit fraud, or launch ransomware attacks. Email phishing continues to be one of the greatest ongoing cybersecurity threats.

To mitigate this risk, CISOs must implement robust security measures, including multi-factor authentication, intrusion detection, and threat intelligence. They should also conduct regular security assessments and penetration testing to identify vulnerabilities in their systems and networks.

Cloud Security
With the shift towards hybrid work, many law firms have moved their operations to the cloud, making it easier for employees to access data from different locations. While this has provided greater flexibility, it has also created new security challenges, as data stored in the cloud is at risk from cyber attack.

To mitigate this risk, CISOs must implement strict access controls and monitor employee activities closely. They should also encrypt all data stored in the cloud and implement robust backup and disaster recovery procedures.

Mailroom Risk
There is a security problem in the mailroom that deserves a sense of urgency.

In a scanning mailroom, the typical scan-to-email-PDF approach puts the firm’s client information at risk and undermines information governance. Airmail2 solves this problem because it eliminates unnamed PDF attachments and delivers legal mail securely using integrations with a document repository like iManage, iManage Cloud, NetDocuments or OpenText eDOCS. Airmail2 also integrates with Microsoft OneDrive and Google Drive.

This is an important cybersecurity consideration for law firms because email is the most frequent source from where cybersecurity incidents originate. Watch the 2-min. explainer video to learn more.

Conclusion
The shift towards hybrid work has presented significant challenges for CISOs in law firms, as they must contend with a distributed workforce, varied devices, and the increased risk of insider threats. To mitigate these risks, CISOs must implement strict security protocols, monitor employee activities closely, and conduct regular security assessments to identify vulnerabilities in their systems and networks. With the right approach, law firms can maintain a secure work environment and protect their sensitive data from cyber attacks.

CISO Digital Mailroom Resources

21 08, 2023

National Archives and Records Administration Requirements for Digitizing Federal Records

Michael Herzog2023-09-08T11:20:33-07:00August 21st, 2023|Paper2Digital Blog|

National Archives and Records Administration Requirements for Digitizing Federal Records Requirements

No later than June 30, 2024, all permanent records in Federal agencies must be managed electronically to the fullest extent possible for eventual transfer and accessioning by the National Archives and Records Administration – NARA.

Starting on July 1, 2024, agencies will be required to digitize permanent records created in analog formats before transfer to NARA. Digitization and transfer must be made in accordance with NARA regulations and transfer guidance, including metadata requirements.

The National Archives and Records Administration (NARA) recently published the final rule for digitizing permanent federal records. This new rule, known as 36 CFR § 1236 Subpart E, became effective June 5, 2023. The federal government is undergoing a digital transformation and this new rule is a significant step towards achieving that goal.

As a part of this initiative, NARA and the Office of Management and Budget (OMB) issued two crucial memorandums, M-19-21 (Jun-28, 2019) and M-23-07 (Dec-23, 2022). These memos highlight the importance of modernizing and transitioning to digital processes and workflows in the federal government to enhance efficiency, transparency, and accountability.

In line with these memorandums, NARA added the new Subpart E to its records management regulations to provide standards for digitizing permanent records. The goal is to enable federal agencies to dispose of source records when appropriate and according to the Federal Records Act amendments of 2014. This is an important step towards achieving the government’s goal of digital transformation.

SOURCES:
https://records-express.blogs.archives.gov/2023/05/15/new-rule-for-digitizing-records-what-you-need-to-know
https://www.ecfr.gov/current/title-36/chapter-XII/subchapter-B/part-1236

24 07, 2023

Copy+Paste Email Campaign DRR Kick-off

Michael Herzog2023-09-18T10:57:45-07:00July 24th, 2023|Copy+Paste Template, Resources|

SUBJECT LINE: Kick-off our new Airmail2 Digital Records Solution

MESSAGE CONTENT:

In collaboration with the team at DocSolid, we are pleased to announce the launch of our new Airmail2 Digital Records Room solution.

Game-Changer for Records
Digitizing paper records helps our attorneys and staff stay productive while allowing them to work securely from anywhere.

Airmail2 Overview

Batch work processes enable clerical staff to work productively, with minimal training, and without password access to the DMS.
Postmark^® barcode labels enable highly efficient scanning of multiple documents at once, in stacks.
Includes QC software with Veritag^®built-in quality controls.

These are just a few highlights to introduce you to our new Digital Records Room. More details will follow.

“You never change things by fighting the existing reality. To change something, build a new model that makes the existing model obsolete.”

– Buckminster Fuller

Browse more templates…

11 07, 2023

Copy+Paste Email Campaign DRR 1

Michael Herzog2023-09-15T14:12:47-07:00July 11th, 2023|Copy+Paste Template, Resources|

SUBJECT LINE: Productivity Tip – Airmail2 Digital Records Room

Check the first and last page, and only thumb through the middle.

QC is looking for 95+ % accuracy with lightning speed. This is accomplished by comparing the first page and last page of the physical document to be verified. The QC operator can quickly scroll through the page thumbnails until reaching the last page of the document to verify it. While doing this, they are looking for pages that are too light, too dark, partially scanned or oriented wrong.

“Our experience over the years confirms this method achieves the desired result of catching scan errors with a minimal amount of time spent on each document.”

– Eric Lynn, Paper2Digital^® Consultant.

Browse more templates…

14 07, 2023

Copy+Paste Email Campaign DRR 2

Michael Herzog2023-09-15T13:15:14-07:00July 14th, 2023|Copy+Paste Template, Resources|

SUBJECT LINE: Success Story – Airmail2 Digital Records Room

Customer Success

Airmail2 is about enabling more productive batch work and keeping the physical work of scanning in a routine where a group of items are all done together in the same step.

Profile >> Scan Stacks >> QC >> Retain | Shred >>

To extend this further, one of DocSolid’s customers leveraged family members of their employees for summer help to get a large part of a backfile project done. They identified a large group of closed or closing matters that had to be scanned. First, they labeled all the boxes and came up with a naming convention based on what was already in the Records Management System. For 8 weeks during the summer, college age and high school seniors related to the firm’s employees were trained to profile, scan and QC the boxes of records. The result? With about a dozen of those temp staffers, the team digitized over a million pages of paper records. One big ‘batch’ of work increased productivity, improved office space utilization and reduced risk for the firm… With zero time taken away from the firm’s full-time employees.

“Making the simple complicated is commonplace; making the complicated simple, awesomely simple, that’s creativity.”

– Charles Mingus

Browse more templates…

14 07, 2023

Copy+Paste Email Campaign DRR 3

Michael Herzog2023-09-18T11:02:33-07:00July 14th, 2023|Copy+Paste Template, Resources|

SUBJECT LINE: Change for the better with Airmail2

Best Practices

For Records Managers, the requirements are to clear the clutter and capture the true documents as early as possible in the digital matter file. The requirement to retain a physical document are rare, (wet signatures, regulatory compliance, etc.). Once-and-done is the name of the game for records and retention compliance. Good policies enable post-scan shredding to be done confidently on a consistent regimen. With Airmail2 quality controls, Information Governance (IG) staff can focus on efficiency.

Optimizing a Digital Mailroom

Provide examples how to correctly identify and profile documents
Training on naming conventions
IG policy refinements
Exceptions to the firm’s scan and shred policy

Requirements include the ability to direct scanned documents to the intended destination folder in the DMS. Define standards for profiling repetitive doc types to make users more efficient.

“Geeks are people who love something so much that all the details matter.”

– Marissa Mayer

Browse more templates…

5 03, 2025

DocSolid Achieves SOC 2 Type 2 Attestation, Reinforcing Cloud Security for Law Firms & Hybrid Workplaces

Dylan Patterson2025-03-06T11:03:11-07:00March 5th, 2025|Press Releases|

DocSolid Achieves SOC 2 Type 2 Attestation, Reinforcing Cloud Security for Law Firms & Hybrid Workplaces

FOR IMMEDIATE RELEASE

Phoenix, Arizona March 5, 2025 – DocSolid, the leader in cloud-based digital mail and records management for law firms, has achieved SOC 2 Type 2 attestation, reinforcing its commitment to security, compliance, and operational discipline in the hybrid workplace. This milestone ensures that Airmail2^® Cloud meets the highest industry standards for protecting legal documents and client information—offering law firms a seamless, IT-friendly solution to modernize mailroom and records management.

As law firms continue rightsizing office space and adapting to flexible work, secure digital workflows are no longer optional—they are essential. With SOC 2 certification, Airmail2^® Cloud delivers the industry’s most secure digital mailroom and records room solutions, allowing law firms to streamline operations while ensuring compliance with stringent data protection standards.

SOC 2 (System and Organization Controls 2) is a rigorous standard developed by the American Institute of CPAs (AICPA) to evaluate an organization’s controls related to security, availability, processing integrity, confidentiality, and privacy. SOC2 Type2 attestation confirms a SaaS vendor’s product and operations meet the association’s standards. It involves an in-depth, independent audit of the operational effectiveness of these controls over time, providing customers and partners with assurance that sensitive data is handled with the highest level of care and compliance.

“Achieving SOC 2 Type 2 attestation underscores DocSolid’s commitment to delivering secure cloud solutions and operations for our customers,” said David Guilbault, VP of Customer Experience at DocSolid. “As firms navigate hybrid work, cybersecurity risks, and increasing compliance demands, Airmail2^® Cloud provides a trusted solution to digitize legal mail and records—without compromising security or efficiency.”

“Our customers depend on DocSolid’s Airmail2 Cloud scanning solutions for critical business documents and workflows. The SOC2 attestation demonstrates our continuous investment to earn and maintain their trust.”

DocSolid’s security framework is built on Microsoft Azure, leveraging enterprise-grade encryption, continuous monitoring, and strict access controls to protect sensitive legal data. Airmail2^® Cloud ensures end-to-end security by incorporating SOC 2-compliant authentication, multi-layer access restrictions, and automated threat detection—giving law firms confidence in a fully cloud-based, IT-friendly solution. Without on-premises infrastructure requirements, law firms can securely modernize their mail and records management without increasing IT burden.

“Our customers depend on DocSolid’s Airmail2 Cloud scanning solutions for critical business documents and workflows,” Steve Irons, President of DocSolid continued. “The SOC2 attestation demonstrates our continuous investment to earn and maintain their trust.”

With the SOC 2 Type 2 attestation, DocSolid continues to innovate and deliver secure solutions for industries that need to scan paper records at scale.

About DocSolid^®

DocSolid is the leader in cloud-based digital mail and records management for law firms. Its patented Airmail2^® Cloud solutions enable firms to eliminate paper-based workflows, enhance security and compliance, and improve efficiency in the hybrid workplace. Built on Microsoft Azure and backed by SOC 2 Type 2 certification, DocSolid ensures law firms can seamlessly digitize, govern, and manage inbound legal mail and records with enterprise-grade security and zero on-premises IT burden.

For more information, visit www.docsolid.com, and the AICPA website https://www.aicpa-cima.com.

Download Press Release PDF

SOURCE:
https://www.prweb.com/releases/docsolid-achieves-soc-2-type-2-attestation-reinforcing-cloud-security-for-law-firms–hybrid-workplaces-302392682.html

The Future of Mail and Records in a Hybrid World: How Airmail2 Cloud Delivers Secure, Digital Solutions

Why Paper-Based Mail and Records No Longer Work

Introducing Airmail2 Cloud: A Purpose-Built Solution for the Hybrid Workplace

Digital Mailroom Solution

Digital Records Room Solution

Built for Law Firms—Trusted Across Industries

Ready to Future-Proof Your Mail and Records Management?

How to Buy Airmail2 Cloud

DocSolid’s Airmail2 Cloud Takes Flight From the Flight Plan to SOC2

Airmail2 Cloud – The Mission

Airmail2 Cloud Project Timeline

Chief Information Security Officers in Law Firms Face Hybrid Security Challenges

National Archives and Records Administration Requirements for Digitizing Federal Records Requirements

“You never change things by fighting the existing reality. To change something, build a new model that makes the existing model obsolete.”

Check the first and last page, and only thumb through the middle.

Customer Success

Profile >> Scan Stacks >> QC >> Retain | Shred >>

“Making the simple complicated is commonplace; making the complicated simple, awesomely simple, that’s creativity.”

Best Practices

“Geeks are people who love something so much that all the details matter.”

DocSolid Achieves SOC 2 Type 2 Attestation, Reinforcing Cloud Security for Law Firms & Hybrid Workplaces

“Our customers depend on DocSolid’s Airmail2 Cloud scanning solutions for critical business documents and workflows. The SOC2 attestation demonstrates our continuous investment to earn and maintain their trust.”

DocSolid’s Airmail2 Cloud
Takes Flight
From the Flight Plan to SOC2