Agile functionality

Digital Dictation lets you choose the specific process solutions you need to make your document production workflow smooth, efficient, and easy to manage.

A comprehensive solution

Authorised users have 24/7 access from any windows web-enabled device, wherever they are

Our bi-directional mobile app is suitable for use on both Apple and android devices

Real time and deferred speech recognition modules allow fee earners to produce their own documents quickly

An outsourced transcription service will help your firm ease reliance, and pressure, on support teams

Boost efficiency

Intuitive ease of use with little, or no, training required

Role specific dashboards provide a clear view of dictation workloads to every user

Reporting functions can be configured to ensure complex information is easy to view and understand

All users have on-going access to our friendly and knowledgeable helpdesk team whenever they have a query

Free up resources

Instead of investing resources in updating an internal infrastructure, you can easily move to a Cloud solution that will deliver measurable time and cost savings across your organisation.

Control Costs

A leaner, more effective business model that’s based on operational funding rather than capital expenditure

Save the time and expense needed to roll out, store, upgrade, manage and maintain onsite servers and software

Our transparent charges help you easily forecast annual payments, with price guarantees of up to three years

Unlimited dictations means there are no additional charges related to the quantity of dictations produced

Spend less

During your contract term all Cloud software releases are supplied to you free-of-charge

Only pay for what you need. Cloud scalability means you can add or remove user licenses when you need to

Outsourcing transcriptions is a cost-effective and reliable alternative to hiring temps to cover busy periods

Agile document completion

Digital Dictation gives lawyers the ability to capture information quickly and easily, and the peace of mind to know documents are being processed, completed, and delivered in a timely manner.

Authors

Dictation revisions or additions easily slot into the correct place on the recording

All supporting comments or documents can be attached to each transcription, as required

Each dictation can be prioritised according to urgency, with expected due date and time inserted

Intelligent job routing allows fee earners to send transcripts to one specific,  or many, typists

Typists

The priority of each dictation is clearly identified when delivered, so urgent work can be completed first

Each file is classified by document type to aid the prioritisation of non-urgent work

All dictations include relevant amendments, attachments, and comments to prevent any misunderstandings

Superior, high-definition sound quality, with volume control that adjusts to the user’s environment

Reduced pressure on support teams

Digital Dictation is accessible, extensible, and secure, so it reduces the management and  maintenance burden, saving time and freeing vital members of staff to focus on more productive tasks.

Administrators

An administration dashboard allows monitoring of live updates and tracking for every dictation

Measure the value of the work being processed

Release bottlenecks by calling in additional typing resource  whenever needed

Audit minutes worked by each typist to uncover, and improve, any performance issues

IT Services

System updates and maintenance included, and client-side updates take place without user disruption

Scalability allows fast, easy management of user licenses

Supports Citrix Terminal Services & virtual environments. Hardware drivers are delivered within the software

SQL server as standard

Deferred Speech Recognition

Developed in accordance with customer demand, this module uses Automatic Speech recognition (ASR) to convert  the spoken word to completed text in just minutes, while fee earners progress other work.

The power of AI

24/7 access and intuitive ease-of-use with a modern interface

Provides highly accurate transcriptions, even for legal-specific words and phrases

Fee earners can work much more quickly, with reduced reliance on support staff

Deferred Speech Recognition licenses are required for authors only

How it works

The author dictates the transcription and with one click, sends it to our AWS server

Within minutes, a fully typed transcript of the dictation is returned

Either the author, or a nominated typist, can pick up the file and make any amendments or corrections

The document is pasted into the required document template and the process is completed

Real Time Speech Recognition

Real Time is an ideal solution when instant results are required. Whether an urgent email, letter or memo, the user simply speaks and the words appear immediately on the screen as they are dictated.

Instant Results

Installation is quick and straightforward

Contains add-ins for Word and Outlook, or users can copy and paste into a different template if required

Immediate transcription results

Available 24/7

How it works

Words appear on the screen as the author speaks

Any required changes can be made directly on the screen

The author can choose to finish the document or send it to support staff for completion

A streamlined dictation process

This efficiency solution provides a more accurate process for completing everyday matters, and decreases the number of tasks fee earners and authors have to undertake in order to achieve completion.

Saved time, less effort

Recover more time by not having to rekey client and matter information

Client name, matter reference and matter description fields are automatically completed, using PCMS data

Prevent human error and ensure all dictations are directly connected to the correct matter

Ribbon menus can also be used to record flexible, ad hoc dictations that don't require PCMS data

Putting the barriers in place

We make effective job sharing, workload transparency and mobile working safe by ensuring everything is in place to guard against unauthorised access to confidential information.

In-built safeguards

Flexible, centrally controlled levels of user access, for single or multiple roles

Private dictations can be easily identified and accessed by a nominated private typist when required

Secure data back-ups ensure that in cases of system failure or disaster, data remains easily retrievable

World class security

Your data is protected by an HTTPS connection, providing industrial layers of encryption 

An updated  TLS-security protocol facilitates on-going privacy and data security for internet communications

As a Cloud application, all data is stored in private, highly secure data centres

Azure or AWS Cloud storage, with stringent ISO and other international standards in place

Assured experience

To ensure uninterrupted  progress of dictations, integration is fast and easy. You can quickly access a team of 300+ experienced, UK-based legal typists, whose accuracy and speed are guaranteed.

Invaluable support

Files are transferred directly from Digital Dictation

To ensure document confidentiality, completed documents are returned as an encrypted email attachment

Typically, documents are returned within one hour. A priority service is also available for immediate return.

This service is available when you need it -  24/7/365

Tried and trusted

Successfully serving the UK legal sector since 2002

The UK based secretarial team has a broad range of legal experience, and in specific areas of law

Bespoke typing teams can type dictations into your PCMS or document management system if required

Files are checked by a team of law graduates, senior legal secretaries, and document production specialists

Certain security

Holding internationally recognised standards for information security management, DictateNow is fully accredited to ensure you of the safe transfer, and management, of your data.

Always protected

UKAS accredited ISO 27001 (information security), ISO 22301 (business continuity), ISO 9001 (quality)

Registered with the ICO for data protection, and fully compliant with GDPR regulations

Fully compliant with the SRA guidelines

Typists are spread throughout the country to ensure geographic separation of sensitive work