5 technologies that shorten the document lifecycle and increase productivity

As the business world moves faster, lawyers are expected to respond to a client’s demand swiftly and consequently 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  

Advanced network copiers and MFPs allows files to be automatically routed to a predefined folder 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
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.
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.   

3. 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. 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.

4. 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 
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.  

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. 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. 

Nila Hirani [   ]

Nikec Solutions [ www.nikecsolutions.com ]

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.
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eCopy ShareScan is an intuitive scanning solution that securely transforms paper based documents into electronic format. It provides a fast, simple and flexible way to capture, access, share, store and view documents and can be integrated into the existing workflow for greater business efficiency.
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Nuance PDF Converter Professional, is a 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.
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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

Nikec Docstore is a mobile 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.
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