In the last two centuries, every type of industry goes through the processes of globalization. It is precisely the Internet and digital technology that opened the door to the global market and introduced new business processes.
Digitalization and automation of business are an integral part of the business in the heavy industry, but in law firms, we do not need them, right? This opinion has been present in Europe 10 years ago, but now digitalization and automation are the backbones of every legal organization. In the last decade, digitalization trends have also entered legal sectors, regardless of the size of the company. In order for law offices to survive and successfully compete, an adaptation process is needed for the newly created environment in which digitalization is in place. Legal offices, in addition to technological changes, are also forced to adapt to the changes in client behavior. Initially, the legal sector was slowly adapting to digital changes. The reason for this is because the law offices are confronted daily with confidential information. Today, with the great benefits of visualization and cloud security, attorneys accept digital trends, realizing that they contribute to saving time and money.
Digitization is the process of transforming information into a digital form, enabling the office to complete the liquidation of all accounts, reports, and documents in paper form.
Business Digitization creates a simple and online access to all information and documents, digital preservation, digital signage, and easy tracking of work done on the subject. The precise tracking of time spent on a subject provides the lawyer with improved performance, effective benchmarking, and team monitoring.
Research suggests that the average worker consumes 40% of his / her time in managing irrelevant information. It is not necessary to waste time searching for information in paper documents. All the necessary information can be found by the search engine, and that time can be utilized more productively to meet the needs of the client. DMS (Document Management System) is a system used to track, manage and save documents with paperwork reduction.
In the process of digitization and automation, there are “workflow-based solutions that enable online collaboration with external attorneys, systematize and automate legal affairs”. These processes accelerate business, but with the reduction of human error within the legal office.
Business Digitization ensures the following:
- easy search of information and cases
- access through any device
- automation of business
- an overview of the work done by all employees
- highest safety standards
- increase productivity reduces costs
Why is the automation and digitization of business required by law firms? Namely, research suggests that some lawyers use between 20,000 and 100,000 paper sheets annually, and those lawyer employees spend up to 2 hours a day looking for documents.
OCR (Optical Character Recognition) is a specific software device, which automatically analyzes the image and transforms it into a format that is easy for your computer to handle. Obsolete documents constitute a digital archive, which is rapidly in place. The added value of transferring data directly from optically-copied documents is a clear prediction at data loss so that data overwriting does not occur. With this protocol, the paperless office is efficient and systematized. All documents are stored in one place and the employees can access them at any time from any device.
The main advantage that DMS provides to the law office is the simplicity of the process, automation, and increased performance. The advantage that will primarily affect users and employees is easily accessible information, improved quality of work, employee tracking, and time spent on a particular subject. On the other hand, organizations benefit from fast and quality work, reducing burdens within the legal office, and increasing the success rate in court.
Digital archives reduce the physical space needed to store documents and cases, especially because 80% of the files stored in archive cabinets will never be read or processed after the items have been finalized. “The folding cabinets become a thing of the past, given that storage on the C2loud simplifies the viewing and management of all documents.
Software that is developed for digitalization and business automation feature the following features:
- Reliability and stability
- Adaptive solutions
- Mobility review and used on any device
- Business intelligence
By using the appropriate technology law offices and your business can reduce time, space and money. Digitalization and automation of business enable this. But most importantly, the time that is otherwise lost in the search of documents can be directed towards the customers themselves and their satisfaction.
The users of our ShakeSpeare™ Legal software are mostly law firms and legal departments of larger organizations.
On Thursday, at the meeting dedicated to them, we presented the innovations and guidelines, examples of good practice and legal changes.
At the end of the session, we discussed some other current issues and said farewell until our next meeting.
The term »shortage« is contradictory to the current situation in our economy. However, when put into context, a better picture emerges. What we are facing in Slovenia are insufficient human resources, which, given the increased workload and outdated operating procedures and designs, are unable to meet even local demands. Incapacitated organizations are pointing out in unison how the labour market is, on the one hand, not enough diverse regarding the classification of occupations, and, on the other hand, inadequately represented regarding certain occupations. This leads some businesses, though already involved in the painstaking process of introducing and training new employees, which by itself involves certain risks, to also resort to poaching good employees from other companies.
The automatization of processes – for example, those processes which provide the management with tangible data, but are only taking up the employees’ time that should be spent on actual work tasks – enables the companies to increase their added value. This means that an increased workload with new orders can be successfully handled with existing human resources given that manual labour (e.g. manual input of data) is automated. Of even greater importance is a well-thought out definition of the process by which the positive and negative courses are defined. Time saved enables the accomplishment of other tasks, which require more time and expertise.
Introducing tools which enable successful automatization is impossible without the effort of the organization looking to implement such tools, and also cannot be accomplished overnight. The tools must be simple to use and flexible, so they can be adapted to the current state and functioning of the organization.
Now is the time, in the peace before the storm, to pave the way that will lead to increased added value and a stronger competitive position. The burden of performing usually unwelcome tasks will be lifted from the employees, bringing about a greater work satisfaction and generally reducing the possibilities of employees transitioning to other organizations, again increasing the added value.
A shortage – when it’s time to bloom – creates opportunities for everyone.