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Apply best practices to information management and document security in law firms and other companies BUSINNESS

Apply best practices to information management and document security in law firms and other companies

(Editor’s note: Information management and document security are of the utmost importance for all companies. Today we’re focusing on and putting the spotlight on law firms, but the parallels with so many other organizations mean that this educational blog is like that relevant across the board – NOT only for law firms!)

RYAN is here to help with the hardware and software solutions that law firms need to meet the challenges of the legal market. Law firms are looking for solutions to streamline the workflow process to achieve beneficial results for clients while increasing sales and reducing costs.

In addition, law firms must ensure client confidentiality while effectively integrating new technologies such as mobile devices into the firm. RYAN offers solutions This can help companies reduce the time and cost of document-related tasks so lawyers can spend more time with their clients. The wide range of Canon products includes standalone device functions and solutions that can be seamlessly integrated into case and document management systems.

Law firms face everyday challenges when it comes to curbing printing costs, improving accountability of individuals and departments, and achieving a more accurate chargeback of overhead / client / opposing attorney expenses. Secure confidentiality and compliance with customer guidelines is also crucial. RYAN offers solutions This includes tracking copy / print activities. Restriction of use; secure printing; Invoice codes; Printing and usage audits; Job routing; Card authentication; Back-end authentication; and compliance with security protocols.

Data: growing fast

Law firms and corporate legal departments are handling more and more information in a growing number of formats. Digital files and information can range from text to video, audio, other specialized digital files to email. Large amounts of information are still contained in paper-based documents and are created there. All of this information must be managed, stored, and provided to lawyers and employees in an accurate and meaningful manner to ensure that workflows provide the best possible value for legal services to clients and organizations. It’s no wonder that the legal industry, like most other companies, is looking for ways to use the digital transformation to improve information and data management.

The digital transformation is diverse and includes the integration of digital technologies in all areas of a company to change the way the company works. In a recently released white paper called “Information Revolution” Canon USA outlines the concept of “lean thinking” – how can this be used with digital technology to help law firms more efficiently manage the large amount of digital and paper-based information they are now facing?

Map the flow of information

Understanding where the information gets from the company, who receives it, how it is stored, where changes are made, and what other action is taken by parties who receive the information is an important step towards lean thinking and the best steps to take in the digital transformation of workflows. This mapping reveals bottlenecks, inefficient waiting times, double efforts and gaps in the areas of security and compliance. When you get this knowledge along with a clear view of the company’s business requirements and goals, you can determine which workflows can be redesigned or automated to better meet critical needs. Control over the digital and paper-based documents created and received by the department ensures that the right information reaches the right people at the right time to provide high quality legal services. Working with a trustworthy solution provider who understands the principles of lean thinking can ensure that this mapping is as complete as possible.

Check what is done with documents

Once the workflow and work streams are understood, steps should be taken to control how documents are handled and moved by the company. Document management and electronic content management (ECM) have been available for some time and are used reliably. Workflow and governance rules should be established to ensure that documents and information are communicated to the appropriate workgroup or approver, and to determine what to do with the document over its lifecycle. Paper documents that enter the company should be converted to digital, indexed, and inserted directly into the workflows to which they are linked. This can be achieved by setting up easy-to-use scanning applications on standalone scanners or MFPs that make the document OCR-enabled or require the user to enter index information. The number of documents created in the organization should be minimized and monitored to know what, how much, and where and who is printing.

Automate processes

Manual workstream processes should be automated to minimize errors, improve productivity and ensure the integrity of information. OCR and Artificial Intelligence (AI) can automatically extract information from documents to determine what the document is, what the next step in the workflow is, and who should have access to it. Robot process automation (RPA) is increasingly being used to reduce manual document processing steps. Data analysis can analyze automated work streams to provide views of new bottlenecks or workflow interruptions that can be quickly corrected and provide the company with a continuous improvement environment.

Optimize information security

Confidentiality and protection of client documents are the lifeblood of any law firm. Protection from hackers and other malicious attacks is a growing concern of law firms, where the confidentiality of these clients is paramount. Compliance with data protection regulations such as HIPAA, GDPR and CCPA increases the complexity of the business. Digital files should be encrypted. Authentication using user IDs and passwords or using proximity cards should be enforced to access a system, workflow, or device. When printing documents, print streams should be encrypted and users must authenticate to the print device before printing the job. Devices used for printing should not only be protected against viruses and malware, but also ensure that the start code, the operating system and the applications running on this device are not at risk.

Using these lean thinking principles can help any legal organization make the most of their digital transformation by moving documents and information as efficiently, cost-effectively, and confidentially as possible.

Find out from RYAN experts how your law firm can apply these best practices in document security and information management: Contact us or arrange a demo today, call 800.842.1916, or fill out our information form here.

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