5 technologies that shorten the document lifecycle & increase productivity

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5 technologies

that shorten the document

lifecycle & increase productivity


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Introduction

• As the business world moves faster, lawyers are expected to

respond to a client’s demand swiftly.

• Consequently they need to produce documents quicker than

ever.


With the different processes involved between the creation

and the completion of a document (initial scanning, editing,

reviewing, approval and sharing) – i.e. the document

lifecycle, teams must stay sharp and consistent to meet

those shorter response times.


• Digitalisation has revolutionised the speed at which we

work with documents BUT the use of latest technologies can

further enhance this.


Here are some of the instrumental technologies that will help

optimise your document life cycle, without requiring an army of IT

experts to manage.


1. Auto routing scanned documents

Auto routing scanned documents

• Advanced network copiers and MFPs allows files to be

automatically routed to a predefined folder.

• This can be within the document management system (DMS)

or even to a Cloud based file sharing solution for sharing with

multiple team members instantaneously.



• Using certain scan technology you can also automate the

processing of paper forms by homing in on specific fields on

a paper document and extracting key data from the scanned

image.

• This data is then used to automatically route the document

directly to its destination for a faster, more efficient

workflow.



Ultimately, this means that most manual steps required

between scanning the document and sending it to third parties

(internal or external) disappear.


2. Advanced Optical Character Recognition (OCR) technology

Advanced Optical Character Recognition (OCR) technology

• OCR technology is not new but until recently, OCRing a

document was complicated and to say the least, not very

efficient.

• In most cases, these documents would have to be re-created

- a practice that is frustrating and time consuming.


2. Advanced Optical Character Recognition (OCR) technology

• Recent improvements in digitising technology transform the

most complex hard copies into usable electronic documents.

• Aside from the obvious time saving it brings to the user, this

conversion makes the storing, archiving and subsequent

searching of the document much easier and efficient.


PDF editing software

• PDF editing software gives users the power to quickly

edit PDF contents directly within the file.

• It is perfect for situations where the original document

cannot be found as it eliminates the need to retype

documents.

3. PDF editing software


These solutions also retain complex page layouts with

columns, tables and graphics so that editing Microsoft

Excel and PowerPoint files with graphics for instance is

made simple.

3. PDF editing software


4. Digital binder software

Digital binder software

• Legal teams are often subjected to working with hundreds

of documents on a daily basis.

• Organising them can be a real challenge.

• Matter management technologies such as electronic binders

make handling case files simple and intuitive.



• The electronic binder software closely mirrors the familiar

paper-based ring binders. Instead of paper, users can store and

organise digital documents regardless of their format.

• This makes finding relevant material quicker as all the related

documents are saved in one place and facilitates the sharing of

complete folder with colleagues or clients.



• Other features include document mark-up and annotation

capabilities so colleagues can add their comments, amends

and respond directly to questions directly within the

document.

• Teams are therefore spared from receiving comments in a

separate, disassociated email, which could potentially be

missed.


5. File sharing software

File sharing software

• Moving files around is one of the most time consuming

activity in the document lifecycle, and one that adds the

least value.

• That is why file sharing software, whether in-house or

Cloud based, are becoming more prevalent within firms.



• They provide quick, easy and secure access to documents

from any device (iPads, tablets or smartphones) and at any

time.

• They allow teams to share large documents or entire matter

bibles whenever they need to.



• When collaborating, team members can save their

comments relating to a document into the relevant folders,

which eliminates separate and often disjointed email

threads.

• In addition, the good news is that, unlike consumer solutions,

professional platforms now offer the level of security to

remain compliant with the firm’s policies.


Conclusion

• The number of different processes involved in creating and

completing case documents is significant.

• Coupled with the fact that clients expect an efficient

service from their law firm, document turnaround times

need to be much shorter.


Conclusion

New inexpensive technologies help firms to streamline and

optimise workflows by automating procedures, supporting

document mobility and storage and facilitating searches –

something that can benefit both internal teams and clients.


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

http://www.nikecsolutions.com/en/products.php?item=6


Copitrak is a reference solution in cost recovery and expense management. Copitrak ensures clients

can effortlessly improve cost control and maximize recharge rates. From printing and scanning

activities Copitrak Scan provides routing and OCRing capabilities, all of which are geared to deliver

100% payback within a few months. Visit Copitrak page



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 eCopy ShareScan page







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Nuance PDF Converter Professional, is smart yet simple-to-use software that allows business

professionals improve the way they create, convert, edit, assemble and securely share PDFs for

improved productivity, collaboration and compliance. Visit Nuance PDF Converter Professional page


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For more information please visit www.nikecsolutions.com

Address:

52-54 Gracechurch Street,

London, EC3V 0EH

Contact numbers:

Tel: +44 (0) 20 7621 2350

Fax: +44 (0) 20 7621 2360

Email:

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Contact

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5 technologies that shorten the document lifecycle & increase productivity

Technology

Transcript of 5 technologies that shorten the document lifecycle & increase productivity