Why law firms prefer to utilize IFD’s capture software?

Similar to other companies, law firms have to face downward pricing pressure from clients together with tons of work that needs handling. If working in a law firm of legal department, you know there’re thousands of documents accompanying each and every case. This is forcing your organization to adopt new methods in daily processing that emphasize efficiency, enhanced loss prevention and the reduction of time and money. Meeting all these requirements, IFD’s capture software  is the ideal solution. Here are 3 outstanding features of iCapture that your law firm will appreciate:

1.  Document redaction.

Redaction is the familiar process in legal industry that may be cumbersome and time-consuming sometimes. But now, with the help of iCapture, the task of redacting information is as a piece of cake! IFD’s advanced pattern matching technology can quickly parse documents for the data and automatically redact it, drastically reducing the time spent to process documents.

2.  Integration with Case Management Systems

Perhaps you worry about moving documents from the document management system you’ve already implemented to the advanced capture software. It’s not a problem! iCapture integrates with more than 60 different systems, including several commonly used case management systems, like Concordance and Worldox. Also, our capture software can perform with most copiers and scanners on the market today.

3.  Automated Bates numbering

The manual Bates stamping process is extremely time-consuming, not to mention that it is vulnerable to human error, which can lead to setbacks. iCapture can perform automatic Bates stamping, providing an easy and accurate way to organize multipage documents.

Besides the outstanding features I mentioned above, iCapture also offers you huge benefits such as:

·      Eliminate the cost of document storage, free up office space and stop paying costly offsite storage fees.

·      Create efficiency and improve productivity

·      Automate any document scanning process

·      Standardized and make repeatable capture workflow

·      Confidential data is kept secure and compliance with regulatory agencies is maintained

·      Converting files to searchable PDFs helping you easily find documents

·      Integration with your existing infrastructure allows for a painless transition to paper-free processes

·      Automatic classification and indexing speeds up document processing

·      Improve security systems and control access

If you are still hesitating about benefits of IFD’s advanced capture software, why don’t you request for a demo and get real experience now?

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4 key tips to facilitate user adoption of your document capture system.

Since you’re reading this post, you’ve probably purchased document capture software. But it’s not enough to just choose the right software, it’s also exceptionally important to step in the right direction and garner user adoption among your team members to project maximize the efficiency of your capture project.

Here are 4 key tips to stimulate user adoption of your capture solution:

1.  Start small.

Don't go in with the expectation of utilizing the solution in every department from the get-go. Narrow in on one or two departments which are in urgent need of document capture software and start there. This could limit the scope of any issues you may encounter and lower risks. Once the solution is well understood in that department and the staff is excited about the results, consider branching out to other departments.

2.  Get key influencers on board.

It's important to get the leadership team on board with the changes, but you should also work on getting buy-in from other strategic team members who are likely to spread the good word about positive changes. The employee from accounting whose job was just infinitely simplified or the human resources director whose onboarding process is now automated would be great influencers. The more they can share about their positive experiences with their co-workers, the more buy-in you are likely to have throughout the organization.

3.  Serious training.

It is extremely important that your staff is familiar with the software because they are the ones who directly experience and use it. Make sure that the right people are participating in the training for your new capture software and that they are devoting their full attention to the training. While a product like iCapture  is user-friendly, your organization will get the most out of it if the team members who will be using the software have been properly trained. If new people are going to begin using the software, or if your team could use a refresher on features, it might be worth investing in another training.

4.  Set specific goals and evaluate your progress.

Your goal of implementing document capture software has to meet all your requirements such as reducing processing time, department costs or storage space. Clearly outline your goal and make periodic assessments to determine if the solution is working and whether you need to make any changes.

Share your thoughts? Does your company need any extra help to speed up the process of implement capture software? Get in touch with the inFORM Decisions team today to see how we can help!

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Protect your private information against data breach with Document Capture

Most data breaches occur in North America.  Can you imagine the dangerous effects on both society and the economy they cause? It is estimated that in 2015 alone, 707 million records were exposed due to data breaches and this number is predicted to cost $2.1 trillion annually. These breaches not only cost companies exorbitant amounts in damages, but they are also detrimental to their reputations. If curious, for a list of know breaches use this Wikipedia link: https://en.wikipedia.org/wiki/List_of_data_breaches.

Documents in both paper and digital form are in danger of security risks. Physically stored documents are at risk of theft, damage by fires or natural disasters, and exposed to unauthorized access.  Sensitive information or documents stored in unsecured email servers, network folders and other digital locations lacking appropriate security are exposed to malicious cyber attacks. If this confidential data is leaked or stolen, besides the monetary losses your business could face the risk of losing the confidence of customers, partners and investors.

With the evolving landscape of technology and security, keeping private documents safe is a global challenge, but it can be accomplished. With the help of document capture software your business’ sensitive data and documents can be captured, processed and stored with high security. Here are 3 ways that document capture can protect your company from a data breach:

1.   Utilize a secure digital repository.

A product like inFORM Decisions’ document capture software - iCapture can capture scanned paper documents or documents imported from a variety of digital storage locations, extract the data and transform the documents in searchable PDF documents. iCapture can also create a PDF password to protect your most sensitive documents. These documents can then be automatically routed to any of 60+ compatible Enterprise Content Management systems including Microsoft’s SharePoint. Also, iCapture is able to integrate with your ECM security system, leaving no gaps in security during the capture process. The result is that sensitive information is better protected and your company has greatly decreased the risk of a document security breach.

2.   Assign user roles for security.

iCapture allows you to assign roles to determine which modules and document types (configurations) can be accessed by each operator. This process can eliminate the possibility of information being accessed by the unauthorized personnel. Your ECM system should also provide the ability to assign specific roles to users so that sensitive information is only accessible to those with proper administration rights.

3.   Monitor suspicious activity.

The Reporting module in iCapture allows you to review any action to your documents and prevent them from any breaches or harmful actions, such as after-hours access or other irregular activity. Early detection can both mitigate and help prevent future security issues.

Investing in a document capture system like iCapture is the perfect way to protect your business’ documents. Contact us today to learn more!

                                                                                                                                   

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