Digital Dictation Systems for Law Firms

8/12/2019 Digital Dictation Systems for Law Firms

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PUSHING THE LIMITS

MAXIMISING LAW FIRM PROFITS

THROUGH THE RIGHT IT

Get startedand buildyourfoundations.Read more


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The Benefits of

Digital Dictation Systemsfor Law Firms


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The main benefit brought about by this

technology is the possibility to work on the

go. The system allows you to dictate from

any remote location, be it home, court or

conferences, irrespective of the existence of

an Internet connection. Users of our case

management system benefit from having the

digital dictation software integrated into the

case management so they can dictate

directly against documents and cases.

Improving client service with digital

dictation

The need to decrease costs and increase

productivity means that fee earners- even in

todays slightly improved economic

conditions- are still busy and under the

pressure to contribute to profits through the

completion of billable work. Not spending

more time than is needed on a case is of

major importance for their productivity and

the profitability of the firm. Digital dictation

software allows staff to complete their case

work as quickly, efficiently and accurately as

possible and then send it to the right

persons in the practice. A closer

col laborat ion between fee earners and

secretar ies reduces turnaround t ime,

enhances the qual i ty of the services

provided and ult imately the clients

sat isfact ion. Page 3

Analogue vs. digital dictation systems

Analogue dictation systems have been

around for decades. And so have cassette

recorders- an audio technology that

youve probably abandoned more than adecade ago. The principle is simple to

grasp. The digital equivalent of analogue

systems is always better in terms of

quality of the output but also ease of

manipulation.

Here are the advantages brought about

by digital dictation systems as compared

to analogue ones:

data security. Tapes can be lost and

misplaced, making confidential client

data available to unauthorised persons

Digital dictation

softwareA flexible way of working
http://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspx


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that can misuse it. They are perishable

pieces of hardware that can endanger the

data they store. Digital recordings are stored

on your dictation device and thus only

accessible to the person that dictates. This

person can then transfer it to a secretary,

preventing the information from being

accessed illicitly.

sound quality. The quality of the digitally

recorded dictations cannot be matched bythose produced using an analogue

system, especially if the cassettes have

been re-used several times. And as every

word matters when it comes to law, you

cannot afford to allow inaccuracies to

occur due to poor sound quality.

faster turnaround. As dictations can be

sent to the assigned secretaries through

the system, the transcription work can

begin before you even get to the office,

thus speeding up the progress of a case

or matter. Compare this with the delivery

of tapes in hand (which can sometimes

involve a delay of a few days if weekends

get in the way) and you will easily realise

the time advantage of digital dictation

systems.

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As mentioned previously, not any digital

dictation system is created equally and

will suit your law firm. Practices whose

main source of revenue consists of one

offwork as well as those that make their

money from cases benefit from the use of

Team Talk.

The system tracks all the stages of thedictation allowing electronic checking and

approval, and can show at a glance the

exact stage a particular job is at.

The whole system works with HOT

DOCS, PCDOCS, IMANAGE, or as a

standalone digital dictation and workflow

management system.

Here are a few of its benefits:

- Simple user interface. There are no

complicated screens & buttons and

little change to working practices.

Digital dictation

software
http://www.dpssoftware.co.uk/DigitalDictation.aspx


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- Intelligent routing. If the assigned

secretary is unavailable, the work is

automatically redirected to the next

secretary on the list.

- A balanced workload for all users.

Work can be sent to a team, a single user

or both, helping to balance the allocation

of work among users.

- Fully scalable. The system allows you toadd an unlimited number of users,

according to the changing needs of your

firm.

- Built-in management for outsourcers.

Team Talk has builtin management for

home workers, freelancers or external

providers that can be assigned extra work

when necessary, thus limiting the need for

temporary workers and cutting costs.

- Standard and bespoke management

reports. Team Talk is supplied with

standard reports that cover most

management metrics. However, bespoke

reports can also be created and added to

the system quickly and easily.

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- Security. You can set up different

access levels for different secretaries to

prevent certain team members from

accessing confidential or sensitive

information.

Integrated with Philips Speech

Technology Hardware, our digital dictation

system comes with Speech Mikes (inportable and standard versions) for the

person that dictates, foot pedals and

headsets for the secretaries.

Training is also provided to help you use

the system to its full capacity and get

started as quickly as possible.

Visit our website to learn more about

Team Talk.

Digital dictation

software
http://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspx


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The money factor

The main purpose for using a digital

dictation software is to minimise the amount

of time needed to record and transfer

information within your law firm.

However, managing two different IT

systems- your case management system

and your digital dictation software- is a

resource intensive and inefficient exercise (ifthe two products arent integrated). So why

pay for two products when you can use and

pay just for one?

Our Team Talk digital dictation system can

be provided as part of One/Outlook Office

enabling you to:

- save money by not paying and

maintaining two systems

- reduce the time required to transfer and

transcribe dictations as all documents are

stored in a central database that all users

can access.

- work more efficiently and complete tasks

quicker.

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Digital dictation

software

Spend less Do more Use an

money work integrated

system for allcase-related

work.

CONTACT

US

REQUEST

AFREE

CONSULTATION

See Team Talk

and DPS

Outlook Office

in action
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Chapter 3

Conclusions


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The traditional law firm is bound to

change. The different expectations of

clients, the changing economic climate and

the new Generation Y staffers coming

through the ranks makes it impossible for

law firms to operate in the same way as 20

years ago.

The emergence of new legal models, the

growing use of medium sized firms by

commercial clients and the slightly improvedeconomic outlooks all affect and threaten to

reshape the legal sector as we know it.

While technology is not a panacea for all of

a firms troubles, it does allow you to

systemise and deliver services in a

particular way which is highly efficient as

explained by Andrew Loach, COO of the

Transaction Services Team at Addleshaw

Goddard.

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Itsall about the money

The purpose of this white paper is to give

you an overall understanding of the

technology solutions available to you and

their potential impact on your firms

profitability.

The only reason why you should invest in

technology is to enable your firm to

operate as a robust business and become

more profitable. Unless a particular IT

solution has a direct effect on client

satisfaction and income, then the

investment is not worth considering.

The systems presented in this white

paper are one of the few with a realpotential to increase the efficiency of your

staff and the profitability of your law firm.

Conclusions

Part of the problem is that people now have

fabulous IT at home or in their palms- but at work,

if theyrein a law firm, itsa world apart.

Richard Jones, Wragge & Co, Briefing Magazine,

October 2013


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While the same technology is available to all, not all law firms are able to use it

to its full potential. Technology is only as valuable as the resources put into it-

from the selection stage through to staff training- these solutions require careful

planning and attention at all stages.

When it comes to your staff and their ability to work on the go, you should

consider adopting a digital dictation system that suits the way they work. As

explained before, Team Talkdisplays particular features that make it a good fit

for firms wanting to upgrade from analogue (systems) and for those

experimenting with the technology for the first time.

In the next section, we present the different ways in which our clients benefit

from these solutions.

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Conclusions
http://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspx


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Levenes

Solicitors-

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Discover the story of

Conclusions

Clocking up one million dictations

with TeamTalk

To learn more about our companyshistory and

products please visit our websites:

www.dpssoftware.co.uk

www.dpscloud.com

www.mylegalspace.co.uk
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To learn how our different solutions can

benefit your law firm please contact us by

phone or email. Our representatives will be

happy to assist you.

Request a FREE, no-obligation

demonstration of any of our products by

using the contact details below:

Phone: +44 020 8804 1022

E-mail: [email protected]

Postal Address

Herewood House

288 Southbury Road

Enfield

Middlesex

EN1 1TR

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Conclusions

About DPS Software

DPS Software is one of the leading and

longest established legal IT solutions

providers in the UK, catering to the needs

of law firms small and large across the

country.

During the past three decades we have put

every effort into developing best-of-breed

case management and accounting

software to help law firms improve

efficiency and customer service.

In the past few years, we have enlarged

our offer by the addition of new legal IT

solutions that facilitate the management of

law firms, fee earners and their workload.
mailto:[email protected]:[email protected]

Digital Dictation Systems for Law Firms

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