Secure Document Exchange with Biscom
Law firms have always faced challenges with transferring files. Despite using different methods, such as mail or email, they encounter efficiency, timeliness, and execution issues. Additionally, tracking file receipts can be difficult and requires multiple follow-up confirmation activities. Saul Ewing Arnstein & Lehr law firm recognized these problems and proactively sought a solution to address them.
Underkill vs. Overkill
“We used to share files in two ways: underkilll or overkill,” comments Joel Rothman, a partner and board-certified attorney in intellectual property law, who also serves as a member of Saul Ewing Arnstein & Lehr’s technology committee.
Underkill refers to using traditional measures to send files, such as copying the information to a CD-ROM or USB drive and delivering it via courier or postal mail. These methods are inefficient and a waste of valuable time—both with burning or loading the information and waiting on its delivery to clients.
“Underkill would get the information physically where it needed to be,” says Rothman. “However, it costs money, things can break, it isn’t immediate, and you can’t monitor security every step of the process.”
Ironically, an overkill method presents some of the same challenges as an underkill when it comes to productivity and security. Overkill refers to a significant effort deploying a complex solution to solve a fairly simple file transfer process.
According to Rothman, “There’s no need to put up a SharePoint installation if all you’re trying to do is transfer 100 gigabytes of data one time. Solutions like this and FTP sites can facilitate the exchange of large amounts of data but don’t have the desired security or authentication.”
Email: The Collaboration Killer?
“What do you mean there were only three attachments?” When it comes to sharing files, nothing stifles the collaboration process faster than email. Spam filters, message size limitations, incorrect email addresses—all of these constraints jeopardize the successful and secure delivery and receipt of important documents and files.
“Email only works up to a certain point and it works inconsistently,” says Rothman, who describes a typical/frustrating scenario—the need to break up information into smaller files, send multiple email messages and resend emails due to a failed delivery. This steals valuable billing time away from attorneys, diminishes the collaborative efforts with clients and diminishes the law firm’s technical expertise.
“Imagine a client struggling through a pile of emails to find all the exhibits for a motion and one email is missing. This isn’t a good place for you or your client to be in,” comments Rothman.
“Use it once, you can use it a million times”
Saul Ewing Arnstein & Lehr chose Biscom’s Secure File Transfer (SFT) to tackle their file transfer challenges. The decision was based on the technology’s proven security measures, intuitive interface, and robust auditing capabilities.
The implementation of Biscom SFT has made the process for attorneys remarkably smooth. They have quickly adopted the solution due to its simple interface. As per Rothman, “Once you use it, you can use it a million times. I transferred files within five minutes.” With more lawyers using it within the firm, the benefits are multiplying, especially in the following areas:
- Collaboration: Using Biscom SFT has helped Saul Ewing Arnstein & Lehr differentiate itself. “I’ll get hundreds of marketing and advertising documents to review. With Biscom, I can confirm that the clients get every document returned to them in an organized manner which makes it much easier and efficient on their end.”
- Security: the solution guarantees a rapid and secure process, allowing the firm to upload, track, and promptly deliver each document to its clients in just a matter of minutes.
- Productivity: Attorneys can now concentrate on their legal practice, without wasting precious time (and billable hours) on transferring files.
- Technology: From the IT side, the benefits are numerous, “Biscom is straightforward to use and easy to implement. Our clients adapt to it quickly, and our lawyers even more quickly.” said Bill Costello, Director of Information Technology for Saul Ewing Arnstein & Lehr.
Saul Ewing Arnstein & Lehr LLP
- Needed an efficient way to exchange large electronic files and documents with clients and outside counsel
- Lacked a secure method for file transfer
- Required reliable approach to file transfers that is simple to use for both attorneys and clients
- Biscom Secure File Transfer
- Attorneys and clients can easily exchange information in a timely and secure manner
- Audit trails enable attorneys to ensure receipt of delivery
- More billable time allotted to the practice of law, not the technology that supports it
There’s no need to put up a SharePoint installation if all you’re trying to do is transfer 100 gigabytes of data one time. Solutions like this and FTP sites can facilitate the exchange of large amounts of data but don’t have the desired security or authentication.
Partner, Arnstein & Lehr
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