The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.

Legal Document Management: What It Is and What to Look For

Adhere to regulations, protect patient privacy, and increase productivity with digital legal document management.

The legal industry must adhere to some of the most rigid standards in records management. A firm must protect their clients’ interests, while also adhering to federal, state, and local regulations, and court requirements. And if you fail to comply, it can result in loss of client confidence, malpractice suits, stiff penalties, and/or hefty fines. 

Topics: Document Management Legal Tips and Tools

An Automated Accounts Payable Process

Account payable’s repetitive, time-consuming tasks can be streamlined by removing paper, electronically capturing the documents, converting them into images, analyzing their content, and creating workflows to automatically route for review and action.

When it comes to accounts payable (AP), most organizations receive invoices from a number of digital channels (mail, fax, email, electronic data interchange - EDI, etc.), but the overwhelming majority of them are paper documents.

Topics: Document Management Document Workflow Legal Tips and Tools

Transforming Manual Document Processes: The Latest News From Laserfiche

Laserfiche 10 could be the software platform you need to manage documents and automate business processes.

One of the best providers of document management (and workflow and capture) software, Laserfiche, has launched the latest version of its flagship product: Laserfiche 10. IT analyst and market research company IDC wrote an analysis report on the new release. 

Topics: Document Management Document Workflow Legal Tips and Tools

Protect Your Law Firm’s Information With Security Awareness Training

You and your co-workers are the first line of defense when it comes to information security. A security awareness training program will help to stop data leaks.

You’ll rarely see a lawyer sweat. But if you want to, just mumble the term “data breach.”

Hackers are targeting law firms. This probably isn’t new news to you – the FBI has been giving this warning since 2009. And law firms keeping their data secure is becoming increasingly top of mind. What can firms do to keep themselves from being another cyber victim? 

Security awareness training is quickly becoming law firms’ go-to method of adding that extra, needed layer of security to their data, with 49% of firms having security awareness training programs in place – and for law firms with more than 350 attorneys, that number increases to 86%.

Topics: Security Legal Tips and Tools

The Value of PDF for Legal Document Workflow

For sharing and storing electronic files in a law office, PDF is often your best file format choice.

In the legal industry, in order for a document to be admissible in court it must be in a format that cannot be altered without leaving an electronic trail.

Though there are quite a few file format options (TIFF, JPEG, or GIF) that are unalterable without also creating an electronic trail. Print documents can be scanned and saved to these formats. Born digital documents can be saved to these file formats. But there is one option that is the most economical and practical – PDF. 

Topics: Document Workflow Legal Tips and Tools

Copier Uptime: 9 Steps to Keep Your Office Up and Running

Copiers break and need to be repaired. Here are 9 ways we ensure maximum uptime for your copiers and other office equipment.

When we buy equipment – whether it’s personally or for business – we all just assume it’s just going to work.

But should we?

Take cycling for example; a cyclist doesn’t just hop on their bike and cross their fingers that the ride goes smoothly. They make sure they have the correct air pressure in their tires, they oil their chain, run through their gears to make sure they’re switching correctly, and then bring along a spare tube for their tire (just in case) and THEN they head out for their ride.

Topics: Office Equipment Partnering Technology Support Legal Tips and Tools

4 Ways Digital Legal Document Management and Workflow Helps Law Firms

Reduce costs, enhance security, better efficiency, and improved customer service are 4 well-documented benefits of electronic workflows.

A typical law firm processes thousands of physical documents every year, anything from pleadings, motions, contracts, wills, trusts, evidence files, leases, deposition transcripts, etc. 

The majority of those paper documents and that information are handled through manual processes – inefficient legal manual processes.

Topics: Document Management Document Workflow Legal Tips and Tools

Throw Your Law Firm a Productivity Lifeline – 5 Reasons to Automate Your Workflows

Practicing law is hard enough. Having to rely on paper makes it even harder.

For the office managers behind the scenes, making sure that lawyers have the information they need, helping to sort through invoicing, and having to deal with the hundreds of details and tasks that keep the firm operational; the last thing you need are manual processes to deal with.

Paper everywhere. Case files stacked on lawyers desks (and chairs, filing cabinets, floors, everywhere) and, because multiple people on the team need to use the same files, you have to make – and keep up-to-date – all of the documents in that file for each member.

Topics: Document Management Document Workflow Legal Tips and Tools

Fast and Accurate Copier Service (and Network Management) Makes Life Easier

Your office equipment is a key piece of delivering your own customer service. You need a partner that can deliver fast, accurate service to your equipment.

It’s safe to say that if we pay for a service then we want great service and satisfaction. Why should we expect anything less, right?

And since customer satisfaction is a big deal in pretty much every industry, it’s no surprise that it’s one of the top priorities for law firms – securing and enhancing customer relationships through insight, speed, flexibility, and responsiveness.

But what happens when your entire network crashes

Topics: Technology Support Creating Raving Fans Legal Tips and Tools Net Promoter Score

6 Secrets to Selecting the Right Copier for Your Law Firm

Never just buy a copier, take your time and select the right one for your business.

Buying a copier for your law firm is easy. With a quick search of the Internet, you can unearth a variety of options – from eBay, manufacturers, and copier dealers. Get a purchase order or just hand over your credit card information and, voila, you’ve bought yourself a new copier.

Getting the RIGHT copier to meet the complex needs of the legal industry is more complicated. More complicated, but definitely better for you in the long run.

Topics: Office Equipment Legal Tips and Tools