Client Profile
A nationally recognized Am Law 100 law firm with more than 800 attorneys and legal professionals operating across multiple offices throughout the United States sought to modernize its document infrastructure while improving operational efficiency, security, and cost control.
The firm manages millions of pages annually, including legal briefs, discovery documents, contracts, court filings, client correspondence, and high-volume litigation support materials. Maintaining document integrity, confidentiality, and rapid access to information is critical to the firm’s client service model.
Business Challenges
As the firm expanded its national footprint through growth and acquisitions, its print and document environment became increasingly fragmented.
Key challenges included:
- Multiple copier and printer manufacturers across offices
- Inconsistent service levels and support experiences
- Rising operating and maintenance costs
- Limited visibility into fleet utilization and spending
- Security concerns related to confidential client information
- Aging production equipment supporting litigation and trial preparation
- Difficulty supporting hybrid and remote work environments
The firm required a strategic technology partner capable of supporting a nationwide deployment while delivering enterprise-class security, reliability, and service consistency.
UBT and Canon Solution
UBT conducted a comprehensive assessment of the firm’s office and production print environment across all locations.
The engagement resulted in the deployment of a standardized fleet of Canon multifunction devices and production systems designed to support both day-to-day legal workflows and centralized document production operations.
The solution included:
Office Fleet Standardization
- Canon imageRUNNER ADVANCE and imagePRESS multifunction devices deployed across all offices
- Unified print, copy, scan, and fax functionality
- Consolidated fleet management and reporting
- Standardized service and supplies management nationwide
Production Print Environment
- Canon imagePRESS production systems installed in regional litigation support centers
- High-volume color and monochrome output capabilities
- Advanced finishing for trial exhibits, binders, and client presentations
- Rapid turnaround for time-sensitive legal documentation
- Enhanced print quality for evidentiary and presentation materials
Security and Compliance
- Data encryption and device hardening
- Audit reporting and usage tracking
- Alignment with the firm’s information governance policies
Implementation
UBT developed a phased national deployment strategy to minimize disruption to attorneys and staff.
The project included:
- Site surveys and utilization analysis
- Fleet optimization and device placement planning
- Nationwide installation and configuration
- User training and adoption programs
- Ongoing managed print services support
- WEB Portal account management
Dedicated project management resources coordinated deployment activities across all offices, ensuring consistency and adherence to timelines.
Results
Within the first year of implementation, the firm achieved measurable operational and financial improvements.
Key Outcomes
Reduced Total Cost of Ownership
- Consolidated fleet management lowered overall print-related expenses
- Reduced service contracts and vendor complexity
- Improved asset utilization across offices
Enhanced Productivity
- Faster scanning and document distribution workflows
- Reduced attorney and staff time spent managing documents
- Improved accessibility of case-related information
Improved Security
- Strengthened protection of confidential client information
- Reduced risk associated with unattended printed documents
- Enhanced compliance and audit readiness
Greater Operational Visibility
- Centralized reporting across the national fleet
- Better budgeting and cost allocation by office and practice group
- Data-driven fleet optimization opportunities
Production Efficiency
- Accelerated turnaround for litigation support documents
- Improved quality of client-facing materials
- Increased capacity during peak trial preparation periods
Client Impact
By partnering with UBT and Canon, the firm transformed its document infrastructure from a decentralized collection of devices into a secure, scalable, enterprise-wide platform aligned with the demands of a modern legal practice.
The standardized office and production fleet supports attorneys across the country with consistent performance, enhanced security, and reliable service, enabling legal professionals to focus on delivering exceptional client outcomes rather than managing document-related challenges.
The result is a modern, secure, and highly efficient document ecosystem that supports the firm’s strategic objectives and commitment to client service excellence
