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There has been a clear shift in the balance of power in the legal industry today. Since the recession of 2007-2008, (although many would suggest the trend started before then), clients have moved into the driver’s seat. Today, clients demand that their law firms provide increased value at reduced costs, and they are not shy about taking their business to those firms that do.
In response, reduce costs, and gain new ways to deliver exceptional legal services. For example, since most law firms are forced to work with a staggering amount of documents, can, increase cost recovery, and improve compliance efforts.
Even better, these new gains translate into value that can be passed on to clients – truly a win-win for the law firm and its clients. Requirements on the legal technology wish list: usability and security All of this sounds good, but not just any technology will do. As law firms look to maximise existing technology or, many have concerns related to user adoption and overall security.
Specifically, they require applications and systems that are proven to improve staff productivity yet still are capable of protecting their most confidential data. In other words, they need legal technology that will help their users get the job done – and do it securely. These views are well represented in the recently released ILTA 2015 Technology Survey. According to the survey, 42% of respondents indicated that “security/risk management” was one of the top three technology issues at their firm – far and away the top challenge selected. Additionally, 31% of law firms reported that “balancing security with usability” was their biggest security challenge. Finally, when it came to deploying technology, such as the concept of moving technology to the cloud, 44% cited security as their main concern. Clearly, usability/productivity are top of mind, but this doesn’t have to be the case of a “one-or-the-other” requirement. For example, consider PDF technology in legal today.
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PDF tools are extremely popular in law firms since they deliver much more effective ways to manage documents.: Contract review and redlining, eDiscovery, privilege review, eFiling, and more. At the same time, the best PDF solutions can also help law firms meet their most stringent security requirements.
PDF tools can convert paper legal documents and pleadings into secure PDFs, ensuring that confidential information doesn’t fall into the wrong hands. Additionally, users can add passwords and permission controls to their PDF files to control and restrict how their documents are viewed, printed, or modified.
Some PDF tools, such as, even offer advanced redaction capabilities to remove sensitive data for safe, secure document sharing. Editing and redaction are important considerations in legal today, and more law firms are choosing those PDF tools that can offer this functionality.
This may be why the ILTA survey shows that in the category of “solution for editing and redacting PDFs,” Nuance Power PDF rose by a factor of more than seven times (to 15%) while other vendors actually lost market share. In addition to PDF, there are additional technologies that law firms and legal practices can use to meet these same productivity and security goals. Cost recovery, document capture, print management and even mobile. All of these are designed for simplicity and security – built to handle any firm’s biggest challenges. It’s sad but true. The frequency of network attacks and unauthorised access to confidential information are so high that they have become inevitable. For proof, just look at recent headlines.
For example, the story about hackers accessing investor reports to aid insider traders. Or another recent example of a cyber security firm’s intern using the company’s intellectual property to develop malware. Yet while most companies are aware of these security risks and do all they can to protect themselves, many overlook a single technology that most companies rely on today: The first, and most obvious, threat occurs when sensitive documents are left on printers, documents that can be picked up and viewed by any passerby. For a closer look at this example, we invite you to watch a new Nuance video on secure printing. Presented in a light-hearted, humorous way, this video highlights the importance of improving MFP security. It is important to note, that unsecured MFPs don’t just present a potentially embarrassing risk, as shown in the video, consequences can be much more severe. According to the research firm, InfoTrends, there are over 30 million printers and multifunction devices in the U.S.
And Western Europe today, and most are connected to a network. While this is great for worker productivity, it also means that these devices are just as susceptible to attacks as other corporate technology.
Yet most companies don’t do enough to safeguard their MFPs, and as a result, may not be as secure as they may think. In addition to losing valuable information and the resulting backlash from the public, data loss can result in significant fines. For example, Broadband Company Talk Talk is looking at a potential data loss fine of £500,000 after hackers got hold of 157,000 users’ information. One thing is clear: Adversaries, hackers, and disenfranchised employees are relentless in looking for opportunities to breach the networks for personal or financial gain.
More, they could potentially use MFPs if these devices are not secure. For example, hackers could plant malware on mobile devices so any cloud-based interaction would infect the network. Traditional firewalls and intrusion detection tools can’t defend against these types of threats. How secure is your organisation? To assess overall MFP security levels in your company, we invite you to download our to see just how secure your document workflows actually are.
The answer may surprise you, especially when you consider that your printers, copiers, scanners, fax machines, and email may all pose more of a security threat than you might have expected. Everybody is special in how we use language – how we speak, the words we use, etc. In an earlier, we saw how speech recognition systems eliminate this variation by training on speech and language data that cover many accents, age groups, or other variations in speaking style you might think of. This creates very robust systems that work well for (nearly) every speaker; we call this “speaker-independent” speech recognition. But in some cases, the individuality of the speaker matters and can be leveraged to create even better experiences – like our latest offerings, that are typically used by one user. This allows us to go beyond speaker-independent speech recognition by adapting to each user in a speaker-dependent way.
Dragon does this on several levels:. It adapts to the user’s active vocabulary by inspecting texts the user has created in the past, both by adding custom words to its active vocabulary and by learning the typical phrases and text patterns the user employs. During each session, it does a fast adaptation of its acoustic model (capturing how words are pronounced) based on just a few seconds of speech from the user. By doing this, it can also adapt to how a user’s voice sounds in the moment; for instance, are they impacted by a cold, using a different microphone or is there a change in environment. During the optional enrollment step, or later after a dictation session ends, Dragon will do some more intense learning in an offline mode.
It continues to adapt models very well over time to a specific user’s speaking patterns. This latter point deserves more attention. Dragon uses Deep Neural Networks end-to-end both at the level of the language model — capturing the frequency of words and in which combinations they typically occur — and of the acoustic model, deciphering the smallest spoken units, or phonemes of a language.
These models are quite large and before they leave our labs, they have already been trained on lots and lots of data. One of the reasons why Neural Networks have taken off only now and not in the late 20 th century when they were invented is that training is quite a computing intensive process. We use significant amounts of GPUs (Graphical Processing Unit) to train our models. GPUs were originally invented for computer graphic applications like video games. Computing images and training Deep Neural Networks have a lot in common as both tasks require the application of relatively simple calculations towards lots of data points at the same time, and this is what GPUs are good at.
We use multiple GPUs in parallel in one training session to speed up the training process But how do we apply this outside of our data centres? Adapting those Deep Neural Networks that make up the acoustic model to the speech coming from the user is similar to training them, and we want to make that happen on the user’s PC, Mac or laptop – and we want it to be fast. It is a demanding task as we need to make sure adaptation works with just a little data and computationally it is a very efficient process. Packaging this process in a way that allows the individual to run it on their desktop or laptop is the culmination of many years of innovation in and machine learning R&D. Enjoy the result of a highly accurate that is fully personalised to you and your voice. You know those days that go “Productively Weird?” A meeting you’ve looked forward to is suddenly cancelled. You feel stressed out and stuck in a rut.
When you’re out of it, do you know how to get back? It’s important to stay balanced between feeling overwhelmed and being uber-productive; getting things done can’t be the only goal, you’ve got to experience the feeling that momentum provides. You’re engaged, you’re proud of what you’re doing, you’re being the “You” that others can count on. Even with a plan (or elegantly organised list of to-do items), days can still go weird – and hey, it can happen to anyone. The next time you find yourself in a slump, use one (or more) of these five things to reset your brain and get that next task done. What’s even better is that these work for any kinds of tasks: The creative ones and the more analytical, left-brained to-dos. After you read through these productivity tips, try adding a sixth that you know will help you to reset and ensure setbacks don’t sabotage your day’s productivity level.
Any of these five approaches can save your psyche for maximum performance at a moment’s notice:. Rethink what you DO manage. (Hint: It’s NOT time.) You don’t finish a day and recount what you did minute-by-minute.
Instead, you reflect back on accomplishing a project, presenting information effectively and making a sale, or even hearing back about a budget issue, etc. Managing yourself implies you know what to do next and you’re ready to engage. Mentally, flip-forward to the end of the day and ask yourself, “What are some of the things I’d like to have done?” Think of big accomplishments, little ones and everything in between, and then see if you can set yourself up so that when things go weird you focus on taking specific actions. Reprogram your breathing. It only takes 10 deep breaths to consciously change your breathing, which in turn changes your mindset and calms you. This practice is performed in biofeedback sessions the world over and can be done right at your desk or workspace. Breathe in slowly for five seconds, and then out for another five seconds.
Repeat this 10 times and note how you feel. This small relaxation technique might be just what you need to clear your head and move on to your next task. Change your scenery. If a schedule change or a productivity misstep leaves you frazzled, sometimes you just need to walk away. Stepping away from your computer to take a walk around the block or to get some water can refresh your energy to your pre-thrown-for-a-loop levels.
If a physical change isn’t possible (or you feel pressed for time), try switching up your tools: If your task is creative, for example, try writing with a legal pad instead of using the computer. Or, combine these two suggestions by printing out your latest draft of a project you’re working and taking it with you to an area of your workspace where you can see sitting in a comfortable chair or look out a window. Reach out and vent. Getting rid of the negative vibes that unforeseen circumstances create can be a recipe for renewal.
Sometimes all you need is a five-minute conversation with a trusted friend or colleague to vent your frustration. Just be sure to keep it brief (so as not to ruminate, causing further negativity), and be careful not to disclose any confidential information. With your mind purged of all your reactionary feelings, you’ll have made room for positive feelings about how to readjust your day. Take a TV timeout. Before you get the wrong idea, I’m not suggesting you make some popcorn, put your feet up and watch a movie marathon to escape (and ignore) your frustrations! Rather, think of how athletes are required to take a quick break in the action during live sporting events; make it mandatory for yourself to tackle a task that you can easily achieve in two minutes or less: Send a couple of follow-up emails, make a phone call or archive some files. This will not only allow you to quickly shift your focus to another topic, but it’ll also give you the confidence you need to get your head back in the game.
Try any of these five techniques, one at a time, and see which resonates with your work process. Allowing a break in focus when you need to recalibrate, refocus and re-engage in what needs to be done next on any given day will elevate your productivity status — and your mindset — Once you’ve mastered these, try taking things to the next level: step outside your comfort zone and start a new project that you may have been putting off because it seemed challenging or overwhelming. You’ll realise that even if you experience setbacks along the way, you’ll be prepared to not only face them but to move on and achieve something great. Corporate executives and department leaders are always looking for smart ways to cut expenses, especially during tough economic times. Also on the top of their to-do list is finding a way to boost their team’s productivity. While these two goals – reducing expenses and increasing productivity – could seem like they don’t always go together, many companies are finding an essential does exactly that: print release.
The Internet, cloud-based tools, mobile devices and other technologies are all transforming many traditional forms of communication into digital media. This, in turn, Clearly, it’s a positive trend, but it turns out that we have quite a way to go before paper is truly a thing of the past. For example, a recent CIO article cites research from Wakefield Research and InfoTrends that shows that:. Seventy-three percent of owners and decision makers at smaller companies still print at least four times per day. Companies spend as much as £20,500 per year on document management processes—in order to support an average of 5,000 pages printed per month.
Clearly, even with so many digital tools in the workplace, many of us still rely on printers, scanners, and even to get work done each day, producing an environment where most companies use a hybrid approach to managing digital and paper documents. According to InfoTrends, there are two different categories for printing, scanning and archiving –. The first is “in the moment printing,” where we tend to print documents to share spontaneous ideas other ad hoc paper communications. The other category is more “transactional” processes where certain departments, such as HR, finance or legal tend to use printing and scanning as part of their daily workflows. Examples of this would include printing new hire information, scanning purchase orders or printing new contracts. There may be another reason, too.
According to the article, it’s because paper still remains as the universal—and the most familiar—way to conduct “business as usual.” Ken Weilerstein, research vice president at Gartner provides more insight: “Paper is portable, universal and a familiar way to share and annotate documents. It is easier to read long documents on paper than on-screen.” Weilerstein also points out that paper is still universally accepted as valid for contracts, and that signatures on paper are still accepted to a greater degree than any sort of digital signature. Finally—and in an interesting twist—the article points to the proliferation of mobile devices as a trend that increases our reliance on printing and scanning. This is because employees need a way to move documents so they are accessible on their mobile devices. For example, sale professionals need to scan PowerPoint presentations so they can use them on an iPad or have client forms available on their phone.
All of this has increased the need to digitise documents. Where do we go from here? The article suggests that many companies are going with a “paperless light” concept where internal processes are mostly paperless, but external processes can still involve scanning and printing processes. For example, companies utilising document capture solutions to help transform paper documents into digital versions and feed existing workflows. Achieving the right balance between paper and digital document management processes isn’t just about reducing paper; it increases productivity, reduces costs and provides a new competitive edge.
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If you were to compile a list of the most vulnerable network points in your workplace, it is likely that list would be missing one of your most prevalent risks:. More than just copiers, printers, and scanners, MFPs continue to advance and add functionality that has a positive impact on workplace productivity and convenience. But with that convenience comes a set of network vulnerabilities that must be addressed.
In a recent report, entitled Copier Data Security: A Guide for Businesses, the Federal Trade Commission refers to digital copiers as computers. It’s a sensible comparison, given that digital copiers and MFPs have more in common with computers than ever before. Employees use them as document capture solutions – to scan documents and deliver them to their desktops or directly to contacts via email. IT managers rely on automated alerts to let them know when the toner is low or a device is in need of repair.
MFPs can even upgrade themselves on the fly thanks to software patches received via the network. All of this functionality indicates that MFPs boast hard drives, embedded firmware, and network connections, just like a PC. With that in mind, let’s examine five ways you can protect document workflow by securing the physical and electronic access points associated with MFPs. Simply put, you can by treating them like computers and mobile devices. Require user authentication.
This enables the auditing, reporting and tracking of user activity as well as various other security features. There is no MFP less secure than one that allows anonymous usage. Such devices are susceptible to various forms of abuse and can make tracing the source of a data breach or leak virtually impossible. Centralise the auditing of network activity. Auditing allows the MFP to store tracking information in a database.
In the event of a data breach, this security practice will allow you to easily track down which device was the source of the breach, tell you who the authenticated user was, and where the data was sent. Encrypt data to and from MFPs. Modern multi-function devices contain hard drives which are used to cache scanned document images and printed documents. As a result, all non-volatile memory media used to cache data on the device should employ a method of data erasure to protect sensitive information. Enforce the use of trusted network destinations. Consider solutions that allow MFPs to validate metadata entered by users.
For example, hospitals should enforce the validation of phone numbers entered at the MFD in order to prevent faxing to untrusted numbers. Financial companies should require that email addresses be validated so that documents scanned at an MFP cannot be delivered to non-valid email addresses. Along the same lines, companies that still perform a significant amount of faxing in their day-to-day operations should ensure that their MFPs are making use of secure, PII protected lines. Implement rules-based printing. The most secure access begins with user identification at the device, along with the ability to control what each user can or cannot do. For example, rule-based printing should require that users be physically present to initiate a print job (e.g., requiring a proximity smart code to be entered). This enhances security and preventing unauthorised users from accessing printed PII documents.
These five steps can have a dramatic impact on your document security. Find out how else you can create a more secure network environment when it comes to multi-function devices. Can help you protect your workplace environment and eliminate many of the risks associated with MFPs and digital copiers. A widely cited stat of importance to every business is that, leaving businesses vulnerable to data loss or theft. The loss or misuse of sensitive documents through a security breach can have a massive negative impact on any business.
It can also generate significant financial and legal effects along with harmful implications for an organisation’s reputation among investors, business partners and customers. And, as can be seen from stories in the news, some companies may never recover from a major data breach. Gaining control over documents is also essential for effective compliance processes. There are over 20,000 compliance requirements worldwide.
And it isn’t just your organisation that is affected by compliance regulations, think about your suppliers and partners; they most likely are and may pass down the request directly to you. According to Enterprise Strategy Group, there are currently 10,000 regulations impacting data management.
And while you need a near-flawless information strategy to keep pace with your compliance requirements, 31 percent of respondents in an AIIM survey reported that poor electronic records-keeping was causing problems with regulators and auditors. Let’s look at three potential threats that may be impacting your organisation’s ability to gain control over your information. Your Staff Too often, the work habits of employees – even conscientious staff – can put your enterprise at risk. A survey done by digital security firm Globalscape revealed nearly two-thirds of all security breaches can be attributed to negligence, or system glitches. One big driver of this situation, according to Globalscape, is millions of employees are actively using widely available tools, like personal email, social media and file sharing sites, to move confidential work files every day.
The survey showed that nearly half of all employees transferred work files through unsecured channels several times a week, effectively yielding control of corporate assets to external forces. Another critical issue is, as found in Institute on behalf of Varonis Systems, 71 percent of employees said they have access to data they should not see, and more than half said that this access is frequent or very frequent. According to Dr. Larry Ponemon, Chairman and Founder of The Ponemon Institute, “This research surfaces an important factor that is often overlooked: employees commonly have too much access to data, beyond what they need to do their jobs, and when that access is not tracked or audited, an attack that gains access to employee accounts can have devastating consequences.” Your Network An astonishing 43 percent of companies experienced a data breach in the past year, reported the annual study on data breach preparedness by the Ponemon Institute in late 2014.
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And cyber crime is a growth industry with McAfee estimating the annual cost to the global economy to be more than £300 billion. In assessing cyber security risks for 2015, industry experts see new attack vectors in old, widely-used code as the top threat. Bugs, such as Heartbleed/OpenSSL and Shellshock/Bash, may produce new attack vectors. And from a platform perspective, the experts see Apple’s market success and growing enterprise presence as creating an inviting target for hackers. Your Print Environment While many organisations are aware of threats related to computer networks, they may not know about potential and other print devices – two key components of their document infrastructure. According to InfoTrends, there are about 30 million MFP and other printer devices throughout the U.S. And Western Europe with most connected to a network.
A survey by market researcher Quocirca found organisations place a low priority on print security, despite the fact that over 70 percent saying they experienced at least one data breach through unsecured printing in the past year. MFPs are typically devices shared in an office with multiple users – meaning a security risk can potentially impact many in an organisation. Enterprises also face the threat that private information may get into the wrong hands when printed documents are going unclaimed at the MFP.
We discuss that explains how to optimise document workflow to improve security and efficiency throughout your printing network. Time to Take Steps to Gain Control Addressing potential information management risks among your staff, network and print environment will position your organisation to gain control to increase document security, improve compliance and boost business efficiency.
According to the PwC’s 14th Annual Global CEO Survey, by 2020, millennials will make up 50% of the global workforce. That’s a lot of millennials. The growth of a younger workforce coincides with a rise in that is changing expectations for where, when, and how we work. As companies compete for millennial talent, they’ll need to consider what these new expectations are, including more flexible working hours, and having mobile technologies supplied by the organisation. There are many employee-focused benefits for companies that adopt and deploy mobile technologies, including increased productivity, greater satisfaction, and stronger rates of retention. So, what exactly have we learned about the mobile, millennial workforce that points to these trends? View Nuance’s recent Slide Share to find out.
Could using smart phones to capture data from paper documents change how companies do business? Mobile capture is something that’s catching on across various industries. For those unfamiliar, this technology uses smart phones or other mobile devices to take a picture of paper documents and produce a working digital copy. An October 2015 post on IBM’s Enterprise Content Management blog cites a dramatic, calling it a “natural and inevitable outgrowth of the cultural and technological trend toward mobile computing.” The ability to “snap up” printed pages with a mobile camera is a powerful one, and mobile capture is poised to have quite an effect on certain types of business. For example, companies in all industries could use mobile capture technology to help with customer onboarding or other customer interactions. Insurance claims adjusters could use it at the scene of an accident, or later, as pieces of documentation float around a case. Busy workers with stacks of paper documents could while still complying with established business standards.
Is your organisation ready for mobile capture? Although mobile capture has the power to change enterprise, using it effectively – and productively – depends on several factors. First, companies have to identify core processes where mobile capture will provide value. Otherwise, you’re just adding bells and whistles for no reason, while disrupting workflows. Another big issue is how an internal system will deal with the indexing and metadata handling that’s required when it receives a large volume of incoming digital documents. After all, none of this is going to benefit the company if specific documents can’t be found. Other recommendations:.
Think about whether an existing capture or document handling tool can be re-used, to avoid starting from scratch. Identify a sufficient repository for incoming documents.
Make sure there is an audit trail or chain of custody. When mobile capture tools are set up well, they’re a real boon for business. When they are connected to the right point of a company’s IT architecture, they can be a much more efficient way to do all kinds of work, whether it’s customer-facing interactions, product development documentation, administrative work, or anything else that’s part of a company’s busy day-to-day. Look for solutions that will bring a business to the cutting edge of what today’s digital toolbox has to offer. For example, Nuance mobile solutions can now extend business processes to a company’s mobile workforce – and do it intuitively, easily and securely.
Remote workers can send documents, photographs and electronic files directly to core business applications from any mobile device. They can access files and complete forms on-the-go – and securely print sensitive documents on-demand to network printers right from their mobile device. And it’s all seamlessly integrated into the organisation’s security infrastructure and protocols.