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5 technologies
that shorten the document
lifecycle & increase productivity
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Introduction
• As the business world moves faster, lawyers are expected to
respond to a client’s demand swiftly.
• Consequently they need to produce documents quicker than
ever.

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With the different processes involved between the creation
and the completion of a document (initial scanning, editing,
reviewing, approval and sharing) – i.e. the document
lifecycle, teams must stay sharp and consistent to meet
those shorter response times.

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• Digitalisation has revolutionised the speed at which we
work with documents BUT the use of latest technologies can
further enhance this.

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Here are some of the instrumental technologies that will help
optimise your document life cycle, without requiring an army of IT
experts to manage.

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1. Auto routing scanned documents
Auto routing scanned documents
• Advanced network copiers and MFPs allows files to be
automatically routed to a predefined folder.
• This can be within the document management system (DMS)
or even to a Cloud based file sharing solution for sharing with
multiple team members instantaneously.

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1. Auto routing scanned documents
• Using certain scan technology you can also automate the
processing of paper forms by homing in on specific fields on
a paper document and extracting key data from the scanned
image.
• This data is then used to automatically route the document
directly to its destination for a faster, more efficient
workflow.

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1. Auto routing scanned documents
Ultimately, this means that most manual steps required
between scanning the document and sending it to third parties
(internal or external) disappear.

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2. Advanced Optical Character Recognition (OCR) technology
Advanced Optical Character Recognition (OCR) technology
• OCR technology is not new but until recently, OCRing a
document was complicated and to say the least, not very
efficient.
• In most cases, these documents would have to be re-created
- a practice that is frustrating and time consuming.

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2. Advanced Optical Character Recognition (OCR) technology
• Recent improvements in digitising technology transform the
most complex hard copies into usable electronic documents.
• Aside from the obvious time saving it brings to the user, this
conversion makes the storing, archiving and subsequent
searching of the document much easier and efficient.

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PDF editing software
• PDF editing software gives users the power to quickly
edit PDF contents directly within the file.
• It is perfect for situations where the original document
cannot be found as it eliminates the need to retype
documents.
3. PDF editing software

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These solutions also retain complex page layouts with
columns, tables and graphics so that editing Microsoft
Excel and PowerPoint files with graphics for instance is
made simple.
3. PDF editing software

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4. Digital binder software
Digital binder software
• Legal teams are often subjected to working with hundreds
of documents on a daily basis.
• Organising them can be a real challenge.
• Matter management technologies such as electronic binders
make handling case files simple and intuitive.

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4. Digital binder software
• The electronic binder software closely mirrors the familiar
paper-based ring binders. Instead of paper, users can store and
organise digital documents regardless of their format.
• This makes finding relevant material quicker as all the related
documents are saved in one place and facilitates the sharing of
complete folder with colleagues or clients.

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4. Digital binder software
• Other features include document mark-up and annotation
capabilities so colleagues can add their comments, amends
and respond directly to questions directly within the
document.
• Teams are therefore spared from receiving comments in a
separate, disassociated email, which could potentially be
missed.

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5. File sharing software
File sharing software
• Moving files around is one of the most time consuming
activity in the document lifecycle, and one that adds the
least value.
• That is why file sharing software, whether in-house or
Cloud based, are becoming more prevalent within firms.

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5. File sharing software
• They provide quick, easy and secure access to documents
from any device (iPads, tablets or smartphones) and at any
time.
• They allow teams to share large documents or entire matter
bibles whenever they need to.

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5. File sharing software
• When collaborating, team members can save their
comments relating to a document into the relevant folders,
which eliminates separate and often disjointed email
threads.
• In addition, the good news is that, unlike consumer solutions,
professional platforms now offer the level of security to
remain compliant with the firm’s policies.

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Conclusion
• The number of different processes involved in creating and
completing case documents is significant.
• Coupled with the fact that clients expect an efficient
service from their law firm, document turnaround times
need to be much shorter.

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Conclusion
New inexpensive technologies help firms to streamline and
optimise workflows by automating procedures, supporting
document mobility and storage and facilitating searches –
something that can benefit both internal teams and clients.

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Nikec Docstore is an application designed for professionals which allows storing any type of file,
accessing them remotely from a computer or an iPad and sharing them with authorised colleagues
or clients. By combining ease of use and the level of security required in the exchange of working
and sensitive documents Nikec Docstore is ideal for mobile professionals and collaborative work. Plus
the application is available on premise or in cloud (SAAS), so you always keep full control of your
documents. For more information, please visit: www.docstorepro.com

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Nikec Binder is an electronic ring-binder to view, review, mark up and present your documents in
the office or on the move. Nikec Binder collates files in a single convenient binder file. It is designed
to provide the busy fee earner with the tools to allow them to view their matter in a format as
similar to paper as possible. Whether it's to present pitch document, create matter bibles, know-how
documents or internal training or HR documents, Nikec Binder helps you deliver a slick, flashy and
user friendly electronic binder. Visit Nikec Binder page

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Copitrak is a reference solution in cost recovery and expense management. Copitrak ensures clients
can effortlessly improve cost control and maximize recharge rates. From printing and scanning
activities Copitrak Scan provides routing and OCRing capabilities, all of which are geared to deliver
100% payback within a few months. Visit Copitrak page

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Copitrak Scan is a software solution widely used within law firms to associate printing and
scanning activities with specific client matters, to track and manage associated costs and boost
recovery rates. It can be seamlessly integrated with most existing DMS systems including iManage,
eDocs, SharePoint and the file sharing platform, Nikec Docstore. Copitrak Scan is also available for
Copitrak embedded products. Visit eCopy ShareScan page

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Nuance PDF Converter Professional, is smart yet simple-to-use software that allows business
professionals improve the way they create, convert, edit, assemble and securely share PDFs for
improved productivity, collaboration and compliance. Visit Nuance PDF Converter Professional page

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For more information please visit www.nikecsolutions.com
Address:
52-54 Gracechurch Street,
London, EC3V 0EH
Contact numbers:
Tel: +44 (0) 20 7621 2350
Fax: +44 (0) 20 7621 2360
Email:
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