Fast Document Access & Security, Compliance, Document Delivery & Document Retention are key requirements for Legal Services

Connectis Group assists law firms to automate time intensive paper driven processes by integrating the flow of business communication with Fax servers, Data Capture, Document Management, Workflow, Electronic Forms and Scanning systems. Professionals in the legal field depend heavily on documents, both new and archived. Managing, maintaining and retaining such a high volume of documents can become unmanageable especially in a fast paced legal environment. Retaining documents and enforcing strict retention guidelines is critical to the success of an attorney’s casework and the livelihood of their firm. In order to uphold their integrity and maintain the confidentiality of their clients, legal firms are turning to fax automation, data capture and document management solutions.Our solutions integrate with each other, popular in-house applications, email and billing systems and improve document processes. Our electronic document management solutions transform paper documents (leases, contracts, policies, grants, public records & other legal documentation) into intelligent digital data that enables legal professionals to securely manage large volumes of information at lower costs and with more relevance and accuracy. Some legal firms that we have automated include Beard Winter, LawPro, GeoLease, McMillan LLP, Stewart McKelvey, Dutton Brock LLP.

Automation Solutions

Fax Servers

Within many industries fax remains a critical component of a company’s core business practices, primarily governed by the fact that a fax is considered a legal document. Industries such as healthcare, government, financial services and legal are reliant on traditional fax, while regulations continue to require a more sophisticated use of the technology.

Considering today’s demands for regulatory compliance, eDiscovery, greater transparency and the need for faster, more secure business processes, legal departments are always looking for ways to simplify legal document management. Connectis Group understands the unique needs of the legal industry and provides solutions that increase productivity, reduce cost, achieve regulatory compliance and enhance client service. Connectis represents FaxCore for trusted document delivery and management solutions for the legal firms. For legal organizations or departments focused on legal affairs, secure document delivery, storage, retrieval and destruction are of paramount concern. Legal departments have tight requirements around litigation, regulatory compliance, corporate governance and intellectual property, among others. Connectis Group understands these demands and ensures binding documents and sensitive information is secure from unauthorized viewing and is safe in the unfortunate event of a disaster. Fax Server provides the most trusted method of sending and receiving millions of confidential documents every year. A centralized document delivery hub supports fully regulatory compliance, and the system also provides tamper resistant document delivery and receipt as well as encrypted and certified delivery options. Fax servers can send and receive millions of confidential documents every year. Centralized document delivery hubs can support full regulatory compliance and also provide tamper-resistant or encrypted document delivery and reception. In law offices, one key requirement is the ability to charge back clients for every fax sent on their behalf. With fax machines, this means printing out reports which have client identification numbers referenced for each fax. Then, someone has to go through all the printouts and manually sort out all the charges to every client. The process is made much simpler with automated logs from a fax server. Here, the charging process is much simpler because data can be moved from the log to a spreadsheet program where it can be sorted by client. So the logs that fax servers provide offer a key benefit compared with fax machines. Also, fax has traditionally been heavily used in law offices to send signed documents to the courts, to other parties in lawsuits, and to lawyers in the firm but out of the office. Here, it is critical that every fax is tracked so the law firm knows whether a fax has been sent or not. So, once again, the automated logs of fax servers are critical. Also, having mobility options may be crucial so that mobile lawyers can receive faxes wherever they are. Our our Fax servers offer the capability to receive faxes on Blackberry phones or iPods.

Encryption and certified delivery of sensitive documents can be sent with Open Text RightFax using encrypted or certified delivery options that keep information private and secure. Legal firms and departments within an enterprise need this capability to ensure documents are kept private and secure and help ensure regulatory compliance. Sending Documents via Certified Delivery When a user sends a document via certified delivery, the document is not sent directly to the recipient. Instead, it is sent to the organizations Fax Server certified delivery Web site called Fax Server Secure Documents. The recipient receives an email message that indicates a certified document is available, with a link to the Fax Server certified delivery Web site. All first time visitors to the Fax Server Secure Documents Web site must create a password upon access to the site. Each subsequent time recipients visit the site they must supply the password. Certified document recipients can change their passwords at any time. Fax Server stores the history of each certified document so users can track when the document was sent, when it was retrieved by the user (or if it was not retrieved), and when each attachment to the certified document was viewed. Sending Encrypted Documents When an encrypted PDF document is sent, the recipient receives an email message with the document attached as a PDF file. Users can select to password protect the document so that the recipient is required to type in the password in order to open and view the document. The recipient will be prompted for this password each time the file is opened. When receiving encrypted documents for encrypted PDF files sent via certified delivery, the recipient must log on to the Fax Server Secure Documents Web site and download the file. The recipient must enter a password for the PDF file to gain the permissions established for the file. For encrypted PDF files sent via email, the recipient receives the PDF as an attachment to an email message. The recipient must enter a password for the PDF file to gain the permissions established for the PDF file. Document Traffic Reporting Fax Server stores detailed information about each sent and received fax. The Fax Reporter administrative utility organizes and presents this information for reporting and billing purposes.

Document Management

MaxxVault datasheet

For most legal professionals, litigation means paperwork. Documents form the backbone of legal services. Traditional methods for managing files require a great deal of time, effort and ultimately, money. Since records are now a mix of paper files and electronic media they must be stored in two different locations, complicating access and use. Lawyers, clerks, paralegals and other legal professionals waste valuable resources searching for documents, logging in and out of various systems and chasing down the most updated contract when they should be spending time with current and future clients. Combining documents of varying formats for a complete client matter file typically means printing electronic files to combine with paper records. Paper records, however, are expensive to copy, distribute and store. They are also bulky to transport to external meetings and court dates. Connectis offers Document Management Solution, MaxxVault and Alchemy that enables legal professionals to quickly respond to client requests with fast access to critical information, as our solution simplifies case management, contract management, litigation processes and other legal activities. With MaxxVault, it is easy to collect, organize and manage documents of all types both efficiently and securely. Implementing MaxxVault makes it easy for your legal team to access and work with the entire catalogue of documents related to any particular matter. With MaxxVault, paper files can easily be scanned and made accessible right from the desktop. Electronic records can be captured directly from Outlook email, Microsoft Office, or from special MaxxVault folders. Any type of electronic file, including images, audio and video can easily imported into MaxxVault and linked to the same matter file.

In MaxxVault, access to documents is easy to control and restrict. Documents that are available based on your authorization level can quickly be found by navigating to the folder or by using the MaxxVault search tools. Your legal team can search by case number, client name, document type or any other index value you set. Users can also search the content of documents. By using the MaxxVault full text search tool, words that occur in the document text, MaxxVault notes and index fields will return all matching documents. With Boolean, fuzzy, stemming, phonic, proximity and wild card operators, finding a document based on the text within it has never been easier.

MaxxVault works where you do. Accessible from any web-enabled device, the records you need are always at your fingertips. In addition, the MaxxVault repository can be searched from Outlook, making it easy to find and share information via email. MaxxVault can also be leveraged to manage other important records generated by your firm, including customer billing records and Human Resources/personnel files. Enabling the efficient collection and management of all of your firm’s records into a secure, electronic library, MaxxVault provides significant cost reductions and increases efficiency. MaxxVault also helps mitigate the risk of unauthorized access or the consequences of a physical disaster since your entire records library can be backed up off-site.

One important document management concept is known as Capture: Image Capture and Data Capture. When you scan a paper document, you literally capture an image of that document. Scanning and capturing images in lieu of printing or copying is at the core of eliminating filing cabinets and storage boxes.Despite the increasing digitization of business and society today, most law firms continue to be buried in paper. Lawyers work with enormous amounts of information and much of that remains on plain old paper.Indeed, as other areas of business have become more and more paperless, document capture for most firms remains mired in printouts, photocopies and manual workflow.