Whilst organisations rely on email to conduct their business, information in emails sent over the Internet travels in an unstructured form with minimal security and data management.  The hacking attempts and data breaches that are now part of our daily lives, have led to a far greater interest in data security by even the least tech-savvy lawyers. Digitisating legal matters improves information flow, secures data transfer, provides a transactional trail and mitigates risks.

For digitisation to work, subject matter experts need to be able to map the information, decisions and actions needed for each transaction.  As much as possible the mapping process needs to be completed by those who understand the process with minimal input from technical staff.  Sysero provides tools that help lawyers provide a better way of working with clients. 

How Technology Solves the Problems of Data Capture

To create a legal transaction, firms need to obtain crucial information from clients, which is then used to move the transaction forward - whether through a transactional document or other means. Often, this is done through various rounds of emails, telephone calls, and other collaboration tools. Lawyers can spend an inordinate amount of time chasing, confirming and assembling this information. 

Now, imagine simply sending a client a link to a secure online form where they can easily and quickly provide the information required. The cloud-based questionnaire guides clients through a series of questions, which dynamically update based on their previous responses. This information is then routed to the appropriate personnel, allowing them to use the information to create the required transaction. That’s it - this part is done. 

Unlike blockchain-based digital contracts, which are delivered entirely electronically, digital transactions combine online data collection with traditional document-based contracts. The approach provides a much more efficient and compliant way of working, but it does come with some key requirements. 

1) Ease of Use

The secret to implementing digital transactions is giving non-technical lawyers an easy and intuitive way to capture the information they need. If lawyers can use mail merge, they can easily create and edit forms with Sysero. There’s no coding knowledge required and no additional software needs to be installed on their devices to start building and designing forms. 

If lawyers are obtaining data for a legal document, they can quickly generate an online questionnaire for clients to fill using Sysero’s Microsoft Word plugin and workflow automation. Alternatively, lawyers can generate an information capture workflow directly from Sysero’s intuitive Forms Builder.

2) Built-in Compliance

The other crucial element of digital transactions is compliance. A core part of EU and UK GDPR is securely storing personal data and not retaining it for any longer than it’s needed. Sysero allows you to create custom data retention policies to govern how and when data is erased.

Building digital transactions with Sysero also gives you the ability to choose which data fields to encrypt and provides enhanced data security capabilities such as anonymisation and pseudonymisation. This ensures that even if your data falls into the wrong hands, it won’t have any identifying characteristics associated to it. These data security best practices greatly reduce the risks associated with data processing, while also maintaining the data’s utility.  

Ready to digitise your firm?

Early adopter firms that are using workflow automation to manage transactions digitally have already gained a massive competitive edge. 

• Accelerating transactions: Law firms using digital transactions are accelerating transactional processes by avoiding the time-consuming and laborious task of manually collecting information and creating transactional documents
  
  
• Mitigating risk: By using a secure, cloud-based form to capture information directly from clients, firms are ensuring accuracy and compliance.
  
  
• Enhancing collaboration: With greater transparency into the transactional process, clients know exactly what information is being shared and how.

To learn more about how digital transactions can benefit your firm, get in touch with us.