Annodata Respond to Document Security
Needs of the Legal Profession
Configured solutions ensure right access controls and secure distribution to safeguard against reputation loss.
London; July 2011. Annodata, a leading UK business communications solution provider, is successfully advising a number of Legal 500 law firms on securing electronic document creation, distribution and storage.
Like many aspects of information security, theft, loss and disclosure can destroy a law firm’s reputation overnight. The need therefore to introduce solutions that secure and encrypt documents, at the point of generation through to final destination and storage is critical for the firm and its clients.
The best-of-breed solutions provided by Annodata complement a firm’s existing working practices without hindering productivity. They ensure a created document is secured against unwanted intrusion, can be distributed securely with either encrypted or certified delivery options and safely stored within case management solutions or document management systems. Integration with document output hardware and software ensure any document which could be ‘printed’ becomes a secured file for networked distribution.
Joint Managing Director at Annodata, Andrew Harman, explains further, “Invariably Annodata have provided print, copy, scan and fax facilities against which our Consultants then appraise how documents are used and distributed throughout a law firm. Understanding this allows us to configure an integrated software layer designed to improve workflow, intelligently route output and, most importantly, secure documents against unwanted loss.”
How the solution is configured will satisfy identity access management rules to authenticate the correct users to implemented systems. Annodata delivers an intuitive way for users to create and manage scanned documents, enabling these to be effortlessly integrated into business applications, including case management solutions. For example, connect a networked printer to the firm’s email system and it becomes extremely easy and cost effective to securely distribute electronic documents without printing. Important for a legal firm the solution has compliant built-in 128-bit encryption software so documents are secure. Furthermore Annodata can ensure a document’s only destination is a firm’s document management system, such as Autonomy Worksite or Microsoft Sharepoint.
Furthermore IT can monitor and audit every print, copy, fax or scan job carried out. Images are captured and automatically scanned for restricted keywords and alerts can be configured so appropriate action can be taken. For maximum security, jobs can be held and checked for restricted content before they are printed or sent to their scan destination.
Annodata are already looking forward, as Andrew Harman concludes, “Print anywhere services will also see the increasing use of two factor authentication out-of-the-cloud to allow the secure output of documents from a mobile device to a printer. Such technologies will revolutionise environments such as Courts and Chambers and make the life of a legal team significantly more productive.”
