The Digital Transformation Guide for Law Firms

Artificial Intelligence improves the numerous manual business processes law offices execute every day. Law firms and legal departments are already automating many back-office processes that help speed up routine tasks that tend to take up valuable time such as researching and document searches, sorting and filing documents and records, and initiating the paperwork required for new cases or clients.

Every process that can be efficiently automated for legal services presents a win for lawyers already bogged down with paperwork and searches. Automation and digital transformation initiatives avoid common time wasters at legal firms while reducing the risk for human error. Internal processes that might pose a higher risk for confidential information are greatly improved. The ability to pull together several systems and storage formats allows legal firms to streamline their process, automate workflow and improve accessibility for sensitive documents and data.

Back view of businesswoman holding papers in hands-1

Why Lawyers Need Digital Transformation

The area of law has many unique challenges including:

  • Litigation management
  • Document and data management
  • Confidential records storage
  • Regulatory, and compliance concerns
  • Privacy concerns
  • Records collaborative sharing
  • Research and document searches

As well, emerging trends such as e-discovery, privacy concerns, and an increased focus on minimizing costs and maximizing profit are also impacting lawyers whether they have their own practice or are a member of a larger partnership or firm. Legal departments within corporations and organizations are faced with the same challenges for their business models.

End-to-end data management solutions designed specifically for the legal industry are allowing legal departments, individual lawyers and firms to adopt digital transformation initiatives that are freeing up time, space and money.

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Legal Data Management Solutions

Legal data management solutions allow legal agencies to free up time and space. Solutions can be customized to suit the needs of the agency including:

  • Legal document scanning to reduce paper files
  • Secure data storage that enables easy search and retrieval of important documents
  • Legal hold document management to ensure the right information is supplied to reduce liability
  • Workflow process automation to reduce costs and improve efficiency
  • Legal Document Management
  • Litigation Support

Legal Case Management Software

Some legal firms and departments are hesitant to adopt legal hold applications as they only look at a specific subset of file shares or emails based on where you point them. However, Mercury can analyze information throughout your entire network as it pertains to the case in question, which includes deep email searches.

As far as legal case management software is concerned, this solution can save your law firm or legal department countless hours of manual labor. When your team is able to accurately and efficiently search and supply the right documents you are less likely to lose your case.

Mercury allows you to retain your legal documents according to their appropriate retention schedule while keeping sensitive data (PII) secure. You decide who has the authorization to access information, without interfering with the cost efficiency of finding information. In fact, using Mercury will actually end up costing you less.

Secure and Compliant Data

When corporate legal departments rely on their legal counsel to help with compliance issues, they often decide to introduce compliance software to assist clients with legal counsel guidance. However, in some cases, this approach does not always go as planned. It is safer to work with a specialist experienced in deploying compliance software to ensure your data is compliant and stored properly. This takes both industry expertise and legal management software proven to be effective to assist in the areas you plan to use it.

When you introduce Mercury at your law firm, you can rely on the software to take on the labor intensive tasks of searching, retrieving and reading information allowing you to focus your staff spend on more specialized individuals who will bring more legal experience to your team.  

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eDiscovery for Lawyers

Legal departments and firms are challenged with the need to properly preserve information while staying compliant and organized. However, with the introduction of eDiscovery, you are able to easily store and retrieve file properties for future litigation, including content and metadata.

You can optimize document management processes using e-Discovery, as the tool tracks metrics and analyzes multiple areas for you. Working with an eDiscovery consultant like DRS Imaging, you can actually choose the features you need such as eliminating redundant information and creating a customized classification scheme.

Advanced eDiscovery Solutions

If you are looking for a more customized option, you can work with an eDiscovery consultant like DRS to create an e-Discovery process designed to meet the specific needs of your legal department or firm. You can fine-tune your litigation-proof data management system to include:

  • Auto-classification to handle new data automatically assigning a tag and index based on pre-determined parameters.
  • Archiving based on authorization for access, storage options and simplifying the discovery process.
  • Business Insights that offer full visibility of your data, in hand with how your firm’s workflow and processes are working so you can improve productivity and be empowered to make informed decisions.

A robust e-Discovery process will allow you to access and use your content more efficiently to positively affect your processes and improve how you tackle your client’s cases.

Streamlined Business Processes

Much of the backend work at a legal office or department involves the receipt of information be it electronically, in paper form, fax, emails, and more. This side of the business can interfere with your ability to react and respond quickly if the information cannot be efficiently absorbed into your firm. This affects all elements of the business from the receipt of client payments to the delivery of vital information that can make or break a case.

With a Digital Mailroom, you streamline the influx of information and correspondence with your team so your business can continue to function as efficiently as possible. You can create a customized solution by adapting the appropriate scanners, workflow software, and optical character recognition technology that will allow you to quickly and securely receive, save, store and share information in a secure environment.

Digital Scanning Services

Of course, receiving information is simply one stage of document management. You have to be capable of merging both old and new information in all formats so you can keep things organized, secure and accessible. Whether you are running a legal firm or managing a legal department, digital scanning allows you to integrate all of your documents into one storage system using cloud computing to access information when you need it. 

Once the scanning process is complete all your paper, microfiche, microfilm, proprietary documents such as blueprints and schematics and even larger format documents can be stored in one place. You gain authorized-based access to your valuable information while reducing the costs associated with physical storage space. As a legal entity, you can also reduce risks associated with non-compliance and increase security to ensure you protect the confidentiality of your clients. If you want to take your document scanning to the next level, a Kodak-Alaris high speed document scanner will completely streamline the process for you. 

Legal service providers are primed to embrace the digital transformation trend, taking full advantage of the document management software and solutions available.

INDUSTRY REPORT: Top digital transformation innovations changing your industry