5 major information related challenges faced by law firms
DESCRIPTION
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?TRANSCRIPT
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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.
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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.
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What major information related challenges
do law firms face today?
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1. Understanding costs
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1. Understanding costs
Costs of printing documents can amount to up to 3% of
an organisation's total revenue.
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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?
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These actions can quickly drive up paper volumes
and print costs.
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• 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?
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• 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.
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2. Keeping abreast of information
processing efficiency
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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
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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.
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• 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.
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3. Meeting the needs of the mobile
workforce
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• 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
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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.
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• 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).
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4. Managing BYOD and ensuring security of
sensitive information
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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
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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.
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5. Implementing data Governance,
Employee Guidelines and Policies
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• 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
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• 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.
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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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For more information please visit www.nikecsolutions.com
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