Use these digitization best practices to eliminate paper processes, streamline document digitization, and elevate your digital transformation...
Making the Case for Law Firms to Digitize
Discover why legal practices of all sizes are embracing digitization to keep their practices competitive, profitable, and secure in today’s digital world.
The Evidence Points to a Successful Digital Transformation As the Way Forward for Legal Practices of All Sizes.
As the world moves more and more into the digital realm, there are a few industries that have been historically slow to adapt to the new landscape. Law firms are often considered among those late to the technological party, yet in reality many practices – both big and small – are racing to catch up. By undergoing a digital transformation, the term used to describe the widespread integration of technology throughout all aspects of business, organizations are moving away from outdated data management and information systems in favor of digital storage and processes. This is by no means a small task, but companies around the globe are finding it increasingly difficult to survive without doing so. For legal practices who have been resistant to changing times, understanding the benefits of digitizing should help to ease any hesitation before proceeding.
Examining the Benefits of Digitizing
One of the key benefits of digitization for law firms is that document conversion systems can make documents searchable. For lawyers and paralegals, this can drastically reduce the amount of time it takes to find files pertaining to a specific case. Instead of searching through dozens of boxes and folders, an employee can search for a specific keyword and bring up all relevant files.
Additionally, many digital processes can easily be automated, minimizing the amount of work a human needs to perform. By reducing the amount of oversight and labor needed to perform jobs, legal practices can place more of their efforts into opportunities to help their businesses grow and their clients succeed.
Digital documents are a safer alternative to their paper counterparts in the face of a disaster like a fire or flood. Cloud-based storage systems mean that, where information may have been completely lost before implementation, data can now be simply retrieved from its secure, online home. In addition to the overall convenience they provide, cloud storage offers the peace of mind that documents are safe from physical damage, especially for businesses in areas where flooding or other natural events are more common.
Digitized documents can also be securely encrypted, access-controlled, and monitored more effectively than paper documents. Even as documents are shared online with partners or clients, businesses can dictate who has access to the files. Digital processes can be easily tracked and monitored or audited to ensure compliance with data protection regulations, which can help law firms protect their client’s data and avoid costly fines or penalties. This level of data compliance and reporting is much more manageable with digital solutions than with traditional filing and data management.
Thanks to cloud connectivity, users have the ability to work virtually anywhere. Lawyers, paralegals, and even clients can collaborate on projects in real-time from different locations. Entire libraries of digitized documents can instantly be shared between offices regardless of distance. This level of accessibility opens new doors for legal professionals, giving them the flexibility to work on cases at any time while allowing them access to pertinent information on demand.
Especially important for smaller practices with hopes of expanding, or even large firms looking to broaden their footprint, digitization gives organizations the freedom to grow. The accessible digitized files allow companies to open additional locations while remaining connected with one another. Combined with more efficient workflows, organizations can streamline the onboarding of new employees and clients alike, allowing teams to grow with unprecedented speed without the need for increasing administrative overhead.
An important aspect for any business, but especially so for smaller organizations that have limited resources, digitized processes often contribute to overall cost savings. The combination of more efficient processes, coupled with the reduced need for administrative oversight and demand for physical storage space, creates opportunities for businesses to invest those funds elsewhere. For smaller organizations, this may mean an increased budget to help compete with larger practices in their area.
Cross-Examination: The Challenges of Digitization
As with any major change to business operations, undergoing a complete digital transformation will present some growing pains and a learning curve. For starters, employees will need to be trained to use the new digital systems. This can be a major change to an employee’s established work habits, so ongoing support and guidance are recommended to help with the transition. Employees will also need to be trained on best practices to ensure the security of online data. Cybersecurity software should also be integrated into day-to-day operations to minimize the risk of confidential data becoming compromised. Lastly, bridging the gap between new and old technology can be another hurdle, especially for businesses with older systems in place. A company that specializes in digitization can help legal firms understand and overcome the challenges of a digital transformation so they can adopt more efficient processes while minimizing disruptions during the integration.
Verdict: Digitization is Essential for Law Firms of All Sizes
Industries across the spectrum are making the shift to digital practices, and the need to digitize is greater than ever. For businesses in the legal industry, the benefits are clear. Despite what may appear as some initial challenges, digitization creates opportunities for increased efficiency in document management processes, reduces the need for physical storage space and overhead, and minimizes potential security risks. These factors all contribute to an increase in profitability and an overall ability to compete effectively. Legal practices of every size can benefit by making the switch to digital practices, or risk being outpaced by their competitors who embrace the future.
Begin Your Legal Practice’s Digital Transformation with Scan-Optics
For over 55 years, Scan-Optics has been helping businesses in all types of industries manage data more effectively. From implementing the latest technology to innovating digital processes, we partner with organizations to transform the way they work. For professionals in the legal industry, that can mean anything from migrating paper documents into secure cloud-based systems to creating automated workflows to perform repetitive tasks. Speak to one of our digitization experts today to learn how Scan-Optics can make your data work for you, so you can focus on helping your clients.