5 major information related challenges faced by law firms

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5 Major Information Related Challenges Faced

by Law Firms


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Introduction

The work environment is changing with technology being

a catalyst.

With the sheer volumes of documents and devices

(laptops, smartphones and tablets) from which

information can be consumed, documents and workflow

processes can quickly turn into a state of disarray if not

managed efficiently.


Eventually, aside from the direct cost of information

processing, it is the competitive position of the firm,

through its quality of service, which is at stake.


What major information related challenges

do law firms face today?


1. Understanding costs


1. Understanding costs

Costs of printing documents can amount to up to 3% of

an organisation's total revenue.


Tools for effective cost management are required to get

an insight into the information environment and

uncover inefficiencies.

– Do print intensive divisions have the correct

printer?

– Do employees print entire threads of emails in

simplex mode?


These actions can quickly drive up paper volumes

and print costs.


• Beyond printing, there is the whole document lifecycle

to understand.

• How is the document created?

• Is it created by an internal user or received from

external users?

• Will it be scanned, printed, shared or archived?


• Understanding the activity around the document,

including print and non-print activity, is essential.

• It is the base for accurate investment decisions and for

setting up guidelines and policies.


2. Keeping abreast of information

processing efficiency


Customers know that law firms employees handle a

large number of documents in multiple formats daily,

and therefore demand efficient processes to

maintain a high level of relevancy and of security.

2. Keeping abreast of information processing efficiency


Time spent on searching for missing documents,

omitting vital updates when working on a case file

or tender document due to the lack of versioning or

duplicating documents that exist elsewhere are not

accepted anymore.


• Integrated technologies are changing the way

documents are being handled.

• Electronic faxes, digital signature and Cloud based

applications are increasingly being used.

• These however, should be properly assessed in terms

of security and compliance to information integrity

policies.


3. Meeting the needs of the mobile

workforce


• Smartphones and tablets are changing the way

employees work and enable them to accomplish

their jobs from virtually anywhere.

• How will this new technology be integrated in

existing processes without any loss in productivity

or efficiency?

3. Meeting the needs of the mobile workforce


While paper documents are still an integral part of

the professional business, the requirement for

digitised documents has increased in response to

the need to share documents electronically with

colleagues and clients outside the office.


• The need to integrate new systems and

technologies to adapt to these modern ways of

working is a must.

• The risk of not doing so could mean that

employees find alternative methods to meet

their needs (using consumer based Cloud

storage solutions that are not designed with

security in mind for example).


4. Managing BYOD and ensuring security of

sensitive information


Employees are increasingly working remotely and

require access to business critical documents in real-

time.

The tendency is to use personal devices (BYOD)

which is creating significant turmoil in terms of

information security and integrity.

4. Managing BYOD and ensuring security of sensitive information


Put simply, this means sensitive information is

potentially saved and used outside the secure

corporate firewall.

It is the company responsibility to restrict access to

the sensitive information and implement the

appropriate measures to safeguard this restriction.


5. Implementing data Governance,

Employee Guidelines and Policies


• Technology itself provides a strong platform for

document management but employees are integral

to a successful implementation.

• Only when these elements are combined can a firm

reap the full benefits of a good document and print

workflow system.

5. Implementing data Governance, Employee Guidelines and Policies


• A proactive management that sets up policies and

guidelines before a new technology is rolled out within

the company, improves the acceptance and uptake of

these new guidelines, changing bad habits and gaining

overall control of the environment.

• However, this requires management to be proactive

in anticipating and understanding new trends and

adopt them before the employees.


Nikec Docstore is an application designed for professionals which allows storing any type of file,

accessing them remotely from a computer or an iPad and sharing them with authorised colleagues

or clients. By combining ease of use and the level of security required in the exchange of working and

sensitive documents Nikec Docstore is ideal for mobile professionals and collaborative work. Plus the

application is available on premise or in cloud (SAAS), so you always keep full control of your

documents. For more information, please visit: www.docstorepro.com

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Nikec Binder is an electronic ring-binder to view, review, mark up and present your documents in the

office or on the move. Nikec Binder collates files in a single convenient binder file. It is designed to

provide the busy fee earner with the tools to allow them to view their matter in a format as similar

to paper as possible. Whether it's to present pitch document, create matter bibles, know-how

documents or internal training or HR documents, Nikec Binder helps you deliver a slick, flashy and

user friendly electronic binder. Visit Nikec Binder page

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Copitrak Scan is a software solution widely used within law firms to associate printing and scanning

activities with specific client matters, to track and manage associated costs and boost recovery rates.

It can be seamlessly integrated with most existing DMS systems including iManage, eDocs,

SharePoint and the file sharing platform, Nikec Docstore. Copitrak Scan is also available for Copitrak

embedded products. Visit nikecsolutions.com for more




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