state of document scanning and capture in the legal sector presented by: john stinchcombe, senior...
TRANSCRIPT
![Page 1: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/1.jpg)
State of document scanning and capture in the legal sector
Presented by:John Stinchcombe, Senior Business Consultant
John is an expert in the deployment of business-critical systems that deliver automated
information capture, classification and exception processing.
• 30+ years' experience in the software industry- with Kofax since 1997
• 20 years specialising in Information Management:- Business process improvement & compliance- Information capture & automated document indexing systems
Thank you for joining - The webinar is about to start :
![Page 2: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/2.jpg)
Floor Loading is the Least of This User’s Problems!
Paper is not an effective information storage medium
![Page 3: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/3.jpg)
Agenda
Key Challenges
Typical Use Cases & Solutions
Business Outcomes
![Page 4: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/4.jpg)
“Every hour spent treating a patient in America creates at least 30 minutes of paperwork.”
![Page 5: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/5.jpg)
“Over three-quarters of IT professionals surveyed say one of the first things they do with a PDF-based invoice… is print it out.
& after [they] print out their invoices, some 16% then scan them right back into the system for use as PDF attachments… some 77% of whose recipients print them right back out again.”
![Page 6: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/6.jpg)
Document Challenges Facing Law Firms
• Pressures to “go digital” but knowing the scope, the “how” and even having a start point
• Need for improved productivity, flexibility, collaboration and sharing while preserving access control, data protection and reducing cost
• The challenges are not constrained to paper; email, SMS, web portals and all impose similar difficulties
• In many cases, paper continues to be the device for legally binding and contractual agreements, especially where wet signatures are required
• Long entrenched work practices and preferences mean that paper should be retained for specific tasks and processes
• Paper based documents are often the primary communication mechanism between parties involved in litigation and disputes
• Unstructured data e.g. document based information proliferates and will continue to do so
![Page 7: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/7.jpg)
Data Capture Solutions – KofaxLegal Sector Survey
![Page 8: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/8.jpg)
Typical Use Cases & Solutions
![Page 9: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/9.jpg)
Drivers & Value for Scanning and Document Capture
Improve Information
Visibility
Digitise information for better access & compliance
Achieve Operational Excellence
Automate processes to greatly reduce
costs
Increase Customer
Engagement
Establish new levels of
engagement & collaboration
DeliverEnterprise
Agility
Radically transform &
simplify the First Mile of
customer interactions
Value
Goal
![Page 10: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/10.jpg)
Typical Use Cases – Traditional vs Go-Digital Strategy
Traditional: • Enabling scanning for Digital Copiers
(aka MFP/MFD)• Production (batch) scanning for
Archiving
Go-Digital Strategy based:• Digital Mailroom
(classification and auto-indexing,aka “Capture to Process”)
• Capture at Point of Origination• Enabling clients and partners to
truncate paper at source• Extended process of handling of
documents that are “not in good order”
![Page 11: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/11.jpg)
Traditional Use Cases
MFP/MFD integration
Typically provides support to teams working with local copies
Smaller firms can expand into MFP/MFD for Digital Mailroom approach
Highly convenient with few compromises
Can be incorporated into Go-Digital Strategy
Scan to Archive
Typically an extension of the facilities group
Scan to Archive when case or matter is closed
Extended to litigation support now Courts switch to digital
![Page 12: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/12.jpg)
Go Digital
Digital Mailroom
• Automates the archiving function and other standard processes(e.g. receipt of updating of case management or practice management)
• In larger projects, automatically feeds process analytics and dashboards helping to manage workloads and SLA targets
• Extends the value of documents by extracting a wider data-set
• Enhances productivity by offering searchable layer and highlighting key data (including red-flag situations)
• Reduces process latency by eliminating the physical delivery stage and eliminates geographic boundaries
• Transforming paper and unstructured documents into useable, verified content at the earliest point of receipt – paper and electronic
![Page 13: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/13.jpg)
Go Digital
Capture at Point of Origination
• High process integrity, security, document legibility, ease of use, data protection, reliability and resilience should be key factors in a solution
• Enables client self-service important for closer engagement, improved customer service, SLA attainment and reduced cost
• Supports a wide range of devices, format and technologies e.g.– Web scanning – zero footprint scanning applications– External facing solutions for use by clients and partners– Mobile – enabling easy to use, secure and high quality document
capture using ubiquitous smartphone and tablet computers– Other mechanisms such as fax, email and secure FTP are
supported too
• Eliminates the challenge of geographically disperse teams
![Page 14: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/14.jpg)
Go Digital:Enabling Clients to Truncate Paper
• Enabling technologies and solutions• Offer mechanisms that are easy to use, secure and provide immediate
acknowledgement• Document Submission Portal
– Should allow clients to use their own document scanner and produce excellent results – without user configuration
– Electronic uploads should also handled by the system– Direct connection only – no email, no “trace” of the document on originating
system• Mobile Capture
– Delivered as a secure Smartphone / Tablet app – direct connection– Achieves high quality results – highly legible images captured quickly– High Customer Experience & Engagement quotient
![Page 15: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/15.jpg)
Extended Processing – Within Capture
Provides a mechanism to define and manage complex document-centric processes – including capture phases• Developed to handle documents that are “not in good order” scenarios• Ensures that case management, document management and practice
management systems only receive clean, verified documents & data• Provides sophisticated process audit and reporting as well as resource
scheduling and optimisation
Single End-to-End Customer Facing Business Process
CustomerCapture Sub-Process
Engagement
Customer
First Mile
![Page 16: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/16.jpg)
Business Outcomes
![Page 17: State of document scanning and capture in the legal sector Presented by: John Stinchcombe, Senior Business Consultant John is an expert in the deployment](https://reader038.vdocuments.us/reader038/viewer/2022110208/56649d975503460f94a81b15/html5/thumbnails/17.jpg)
Typical Business Outcomes for Law Firms
Cost Reductions • Lower office space requirements• Lower handling costs / reproduction costs• Decreased manual intervention, e.g. matching inbound documents
Tighter Compliance• Through improved handling of data & information• Aligned with industry best practice
Improved Client Satisfaction• Improved process cycle times, reduced latency• Improved Service through more focus on Value-Add• Offering closer engagement / self service• Better reporting e.g. SLAs