DIGITAL DICTATION
UK legal firms operate in a diverse and changing landscape. Driven by regulatory reforms, rising levels of competition, consumer pressure and evolving technologies, they’ve been forced to consider new, more efficient ways to deliver legal services.
Our Cloud speech technology does just that. It provides faster document turnaround times, easy job sharing and full mobility - with compliance and risk management built-in. And it does it all for one single, transparent licence fee.
CHALLENGES
Law firms capture, process and store large quantities of personal client data. Full compliance with the General Data Protection Regulation (GDPR) is crucial.
With cybersecurity not always as robust as perhaps it should be, law firms can be vulnerable to system breaches and hacks.
The Ministry of Justice (MoJ) is rolling out its digital strategy and that’s changing the way legal firms compile, transfer and retrieve case information.
Technology has made the 24/7 economy a reality and the requirement for flexible, less restrictive work practices is growing.
A flexible work environment requires the tools to track workloads, allocate tasks and measure productivity to ensure optimum efficiency.
Business success depends on balancing client requirements with available resources, in a timely and cost-efficient way.
FEATURES & BENEFITS
Our Cloud dictation package delivers all of the features and functionality you expect in a future-proof dictation system - without the need for a heavy financial investment.
System set-up and trainingWe don’t charge extra for consultation, set-up or training. We install the product and ensure everything is working smoothly before conducting a free user training session.
Unlimited dictationsUnlike some providers, our Digital Dictation package has absolutely no limitation on the quantity of dictations produced, or processed, by any registered user.
Mobility licenceAll authorised users can access the system from any web-enabled device (PC, laptop, tablet or phone) and work efficiently from the office, at home or when on the move.
On-going helpdesk supportWhen a registered user has an issue or query, they have on-going, easy access to our friendly and knowledgeable helpdesk team. The service is available Monday to Friday, 9am to 5pm.
System reportsOur comprehensive reporting functions have been configured to ensure that even complex information is easy for users to view and understand.
Updates and maintenanceSystem updates and maintenance are included in your licence fee. Hardware drivers are delivered within the package and automatic client-side updates take place without disruption.
We understand the critical importance of security to your firm, and we’ve put everything in place to ensure that no unauthorised person can gain access to your dictation files.
HTTPS transmissionEvery single dictation is encrypted while in the transfer stage. All dictations are fully protected by HTTPS transmission, ensuring confidential information remains secure.
AccreditationsAs a Cloud application, we do not store any data on our premises. All data is held in Azure or AWS Cloud storage, which has stringent ISO and other international standards in place.
Risk managementCloud technology offers your firm a secure back-up. In cases of system failure or disasters such as flooding, data remains easily retrievable.
Internal controlsFlexible levels of access for single or multiple roles. Private dictations can be easily identified and accessed by a nominated private typist when required.
Instead of investing your resources in updating an internal infrastructure, you can move, almost seamlessly, to our Cloud solution. It will deliver measureable time and cost savings across your organisation.
Predictable chargesNo capital investment is required. Our transparent pricing allows you to easily forecast annual payments. We also offer price guarantees of up to three years.
Free updatesSoftware updates are automatic and free-of-charge. This removes the potential for business disruption and the requirement for high levels of system management.
Purchase only what you needNo need to ‘over’ purchase licences to ensure you have sufficient to meet future demand. The scalability of Cloud means you can add or remove users easily when you need to.
Built-in recoveryAutomatic Cloud back-ups mean easy data recovery. There’s no need to purchase and hold costly, rarely used, back-up and recovery hardware on your premises.
Less travel, less costMobile access cuts travel expenses by providing users with the freedom to share work efficiently across multiple departments, office locations or with remote home workers.
An alternative resourceOur outsourced transcription service is a cost-effective and reliable alternative to hiring temporary staff to cover employee holidays or other periods of leave.
We provide the tools that will help users throughout your firm work quickly and efficiently, beat tight deadlines and produce accurate, high quality document transcripts.
Fast user adoptionThe feedback we receive indicates most new users need less than five minutes of training before they are able to operate the system efficiently and gain time-saving benefits.
Easy amendmentsAll dictation revisions or additions can be completed quickly and easily. They are allocated to the correct place in the recording to prevent instruction misunderstandings.
Relevant attachmentsTo ensure a typist has all the required information to hand, and that no important data is missed, authors can attach all supporting comments or documents to any dictation.
On time completionAll dictations can be prioritised according to urgency whether low, medium, high or urgent. The due date and time can also be included to ensure deadlines are never missed.
Release bottlenecksEasy job sharing across departments or locations means you can call on additional typing resource. Whenever needed, dictations can instantly be allocated to remote typists.
You’re in controlOur administration dashboard provides an audit of all minutes worked by each typist, allowing you to monitor and improve any performance issues.
In partnership with DictateNow, we offer you easy access to a professional transcription resource. You’ll be supported by a team of 300+ experienced, UK-based legal typists, whose accuracy and speed are always guaranteed.
Fast turnaroundTypically, documents are back to you within an hour. We also offer a priority service for documents that are required immediately.
Easy accessAuthorised Digital Dictation users are now able to transfer speech files directly from their computer to DictateNow, via our secure Cloud-based platform.
Document securityThis service is registered with the Information Commissioner’s Office and is ISO 27001:2013 certified, the internationally recognised standard for information security management.
Convenient returnsYou can choose to have completed documents returned to you as an encrypted email attachment, or have them typed directly into your case or document management system.
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by Doug Hargrove, Managing Director - Legal and Education
