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

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Floor Loading is the Least of This User’s Problems!

Paper is not an effective information storage medium

Agenda

Key Challenges

Typical Use Cases & Solutions

Business Outcomes

“Every hour spent treating a patient in America creates at least 30 minutes of paperwork.”

“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.”

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

Data Capture Solutions – KofaxLegal Sector Survey

Typical Use Cases & Solutions

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

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”

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

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

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

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

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

Business Outcomes

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

Thank you!Data Capture Solutionsinfo@dcs.co.uk01753 616725

Questions