From Paper to Digital: How to Keep Data Secure
Lawyers love paper — where would they be without the legal pad? But times are changing and the move from paper to digital is happening in every industry.
31 July 2015
Lawyers love paper — where would they be without the legal pad? But “the times they are a-changin’" — and the move from paper to digital that is happening all over the world, in every industry, is affecting the legal profession as well. The drivers behind this shift range from flat-out cost-reduction to client demand for digital documents via email. The proliferation of digital documents has fueled the use of cloud-based storage — filing cabinets filled with paper are going the way of the dinosaur.
The shift from paper to digital presents opportunities to law firms and legal departments: increased responsiveness and greater efficiencies, as well as reducing the need for expensive real estate and off-site storage. Spring boarding off these market dynamics, our friends at DocSolid have found traction for its process-oriented conversion offering. At a recent ILTA event in Boston, Steve Irons, the President of DocSolid spoke about the paper-to-digital transition for law firms. Keeping in mind that law firms — and for that matter, the entire legal profession — will never be completely paperless, but will be able to avoid killing as many trees as they have in the past. At this intersection of paper and people, the DocSolid KwikTag Legal software platform helps law firms digitize documents and lets clients have their paper back, but also accommodates lawyers who still want paper files. Their product ties nicely into most internal Document Management Systems (DMS), enabling the internal operations of a firm to become more efficient.
With Progress Comes Risk
One area that continues to provide friction is the externalization of digital content to clients and other stakeholders. Email is not a secure means of communication or file transfer. Digital communications present challenges — and risk. As the legal profession thinks through the appropriate options, client confidentiality and information security must remain their top concerns.
As law firms and legal departments adopt Document Management Systems (DMS), they must factor in that many DMS platforms may do a poor job of externalizing documents beyond the firewall. An adjunct to the DMS or system of record is to connect a collaboration system but many collaboration systems may not have the robust set of security features needed for secure communication. Additionally, as legal professionals digitize existing paper documents and create native digital documents, they must also consider the regulations and compliance issues associated with storing and accessing these documents.
Keeping Documents Secure
Intralinks VIA® Pro, a secure collaboration solution for enterprises, connects to DMS platforms, including HP Worksite, with an easy-to-use Outlook plugin. It also provides straightforward reporting and auditing, to comply with communications protocols and processes. For those of you using DocSolid or a solution like it, combining DocSolid’s digitization processes and Intralinks VIA can help reduce costs and create efficiencies while maintaining the confidentiality and security of your information.
Adam Licht is the Director of Business Development for the legal communities that Intralinks serves. In his role, he acts as a customer advocate, working with law firms and corporate legal departments to evangelize secure data collaboration solutions and translate customer business challenges into product requirements, helping to steer Intralinks’ product road map and the evolving secure collaboration market.