Technology in Legal Collection - Receivable Management Association of Canada - Presentation made on November 19, 2015 - Debt Collection and Technology - CTL Law - Francois Sauvageau - Collection Law Firm and Technology - Debt Collection in Canada - Debt Collection Law Firm in Toronto - Montreal - Calgary - Edmonton - Vancouver - Quebec

1. TECHNOLOGY IN LEGAL COLLECTION
19.11.2015

2. “In the coming years, technology will play
both a disruptive role in challenging the status
quo and a transformative role in assisting the
legal industry into new forms of service
delivery, knowledge development,
communications, management and
administration.”
The Future of Legal Services in Canada,
CBA – Legal Futures Initiative
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01 Technology in Legal Collection

3. … the traditional law firm models simply cannot
withstand the economic and technological
changes that have taken place in society.
The Future of Big Law
John S. Dzienkowski,
Professor of Law, University of Texas
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02 Technology in Legal Collection

4. “Call me radical, but it seems to me that if we can
envisage a day when the average desk-top
machine has more processing power than all of
humanity put together, then it might be time for
lawyers to rethink some of their working
practices and processes. This is not Google and
hand-held e-mail plus a few bells and whistles.
This is an unprecedented revolution in the power
of the tools available to man.”
Richard Susskind, The End of Lawyers?
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03 Technology in Legal Collection

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6. What is the importance of technology in legal
collection and why does it matter to you?
Why is it important for law firms?
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05
Technology can help law
firms to implement innovative
strategies that deliver results
while keeping efficiency high,
costs low and risks under
control.
Technology in Legal Collection

7. Clients risk mitigation = sharing risks with lawyers/agencies
Lawyers risk mitigation = Efficiency
Efficiency = More with Less
Efficiency = Innovation + Technology
High efficiency, low costs
and risks under control
= value
“better, faster, cheaper”
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06 Technology in Legal Collection

8. TECHNOLOGY ≠ VALUE
Technology only helps
putting it together
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06 Technology in Legal Collection

9. Technology – The Essentials07
Focuses on the storage and
organization of documents
to support active work in
progress, including content
creation and sharing within
an organization.
Practice and Document
Management Systems
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Document Automation
& Workflow
Speech Analytics
Focus on the design of
systems and workflows that
assist in the creation of
electronic documents.
Workflow is defined as the
automated movement of
documents or items through
a sequence of actions or
tasks that are related to a
business process.
One use is to spot spoken
words, keywords or
phrases, either as real-time
alerts on live audio or as
post-processing steps on
recorded speech. This
technique is also known as
audio mining

10. Technology – The Essentials08
The goal for implementing
a document capture
solution is to reduce the
amount of time spent in
the scanning and capture
process, and produce
metadata along with an
image file, and/or OCR
text. This information is
then migrated to a DMS.
Intelligent Scanning
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Advanced
Communication Systems
Web Portal and
Physical Security
•IP Phone system
• Phone Recording
• Click-and-dial
•Email encryptions
•Email monitoring
A web portal is most often
one specially designed web
page that brings information
together from diverse
sources in a uniform way.
Back up recovery plan (BCP)
Disaster Recovery Plan
(DRP)
Security of server room and
data (cloud vs. onsite)

11. Document Management Systems09
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The Value of Document Management
• It brings together all of an organization’s sources of knowledge, including relevant email communications,
scanned paper documents – in addition to the usual word processing documents and spreadsheets– potentially,
anything that can be stored as a file.
• It allows to quickly and painlessly profile new information in ways that make it accessible exactly when and
where it’s needed. Options for profiling and organizing documents are virtually infinite.
•It gives organizations complete control over document security and access.
Worldox
Offers cradle-to-grave management of
every form of information that can be
saved as a file.

12. Document Management Systems10
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•Full Text Retrieval: provide a search mechanism based on concepts, not just categories, giving users enterprise
wide access to their documents.
•Document Viewers: allows to view multiple types of files even when their source programs are not installed.
•Archiving: moves dated or unused files to lower priority storage, while still keeping them accessible.
•Version Control: tracks the evolution of a document to ensure that the correct version is being used and edited.
•Document History: allows to audit a document’s history: who did what to it, and when.
•Access Control: helps multiple authors coordinate their activities on a single document.
•Retention and disposal schedule: automatically purge your repository of unnecessary
Documents according to a pre-determined schedule.
The Value of Document Management
•Library Services: tools for organizing and improving the way you
save, catalog, and retrieve files.
•Network Support: give users a single, unified point of access to
all their data, wherever it exists on your network.
•Document Security: provide complete user access and document
permissions.

13. Document Management Systems11
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16 Ways Document Management Saves You Time and Money
1. Wasting time and staff resources on endless “document quests”.
2. Struggling to make one team member’s documents available to another.
3. Recreating important content because you can’t find it.
4. Fixing problems caused by overlooking crucial information in files or email messages.
5. Opening documents simply to understand what they contain.
6. Struggling to interpret obscure file names or to understand which client a document is associated with.
7. Losing documents because they’re not labeled consistently or physically stored together.
8. Misplacing important email correspondence.
9. Navigating multiple applications, drives, and folders simply to view all the content associated with a project,
client, or matter.
10. Deploying unnecessary software to client desktops – or performing time-consuming conversions – simply to
permit document viewing.
11. Struggling to control who can see or edit your documents.
12. Spending hours trying to track who viewed or edited a document.
13. Wasting money and time backing up obsolete files.
14. Reconciling inconsistent concurrent changes made by document reviewers.
15. Using Windows’ slow and ineffective document search tools.
16. Trying to figure out which version of a document is authoritative, or who owns it.

14. Document Automation12
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The Benefits of documentation Automation
1. Yields tremendous ROI in terms of time and money savings. Speeds up document production.
Radically faster and dramatically less expensive.
2. Generates better work products / limits mistakes stemming from human errors.
3. Allows you to leverage the expertise of lawyers by creating interviews which will then walk non-legal
professionals carefully through the process of generating the same document that a lawyer would
generate.
4. Allows you to enable clients or new employees to fill out their own interviews by sending by emails or
by embedding it into your own firm’s website.
5. Ability to codify best practices and to ensure compliance with internal policies and guidelines for
generating documents right into your interviews.
6. Mitigates your risks by minimizing the risks of human errors.
7. Keeps documents from degrading over time by limiting the editing process to only some key
individuals.
8. Helps preparing solid first draft for those documents that are not fully rule-based and which are not
always subject to the same structure.

15. Workflow Processes01
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SharePoint / K2 / Nintex / Legal Anywhere
The Benefits of Workflow
Processes
Workflow is defined as the automated
movement of documents or items
through a sequence of actions or tasks
that are related to a business process.
Workflows help organizations manage
document-related business processes
more efficiently, because they
automatically track and manage the
human tasks involved in these
processes. Assign tasks. Gather input.
Publish documents. Document
opportunities. Approve requests. Etc.
• Simplification
• Standardization
• Protection
• Efficiency
• Uniformity
• Controlled delegation

16. Web Portals01
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• Collaboration with clients, other lawyers,
process servers, realtors, investigators, etc.
• Sharing information and document with
clients
• Virtual law firm
•Online business (selling forms, etc.)

17. Speech Analytics01
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Are you listening to me?
Benefits of Speech Analytics
• Quality Monitoring
• Script Adherence
• Calibration
• Performance Management
• Agent Evaluations
• Coaching and Learning
• Problem Solving
• Data Mining

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