5 Major Information Related Challenges Faced by Law Firms

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.

Here are some major information related challenges that law firms face today 

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
Customer 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. 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? 
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. 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. 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.

    
Gilles Hameury [   ]

Nikec Solutions [ www.nikecsolutions.com ]

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 information

Nikec Binder is a virtual ring-binder to view, review, mark up and present your documents in the office or on the move. Nikec Binder 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

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.