Legal IT

Online courts in a post-pandemic world

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Back in November 2017, we did an article on the first online courts that had started appearing at the time. The Covid pandemic changed things drastically. By now, online courts are common in many countries. So, it is time for an updated article. We discuss the current state of affairs of online courts. Next, we look at benefits, challenges, and best practices. Finally, we look at the implementation in some countries that have become leading examples of online courts.

The current state of affairs of online courts

Since 2017, the adoption of online courts has seen a substantial increase globally, and the pandemic was the catalyst. By mid-2020 already, remote courts were operational in 56 countries. This represents a significant global shift towards digital justice solutions. This trend has continued to grow as more countries recognise the benefits of online courts in improving access to justice. Courts globally saw a 4000% increase in virtual proceedings between March 2020 and December 2021 according to Thomson Reuters’ “2022 State of the Courts Report”.

Statistics for the US show that, beginning in March 2020, all 50 states and D.C. adopted statewide or local rules to govern digital operations. These rules were meant to help moving from in-person to virtual hearings and to digitising practical tasks. Subsequently, the United States Federal Court system conducted over 2.5 million video proceedings in 2021-2022 according to the Administrative Office of the U.S. Courts.

For an online court to be effective, the required technical infrastructure must be available. Dedicated court videoconferencing systems are obviously essential. Online courts also need electronic filing systems, digital evidence management platforms, as well as electronic signature capabilities.

Experts predict the following further developments for the near future. The rise in the use of Artificial Intelligence will lead to AI-powered real-time translation services, and integrated case management systems. Blockchain technology will be used for evidence authentication. And we will start seeing Virtual Reality courtrooms.

Benefits, challenges, and best practices

Benefits

Online courts offer several key benefits. Since parties no longer must be physically present in the court, this results in a significant reduction of costs for all parties. The reduction in travel and facility costs alone is already estimated at 30-50%.

Online courts also result in improved access to justice, especially for rural communities.

Because much of the process is digitised and automated, online courts typically have faster case processing times.

Finally, there are also some environmental benefits from reduced travel.

Challenges

But online courts also come with notable challenges. A first challenge has to do with the digital divide and access inequality. Not everybody has the technology or the know-how to effectively represent themselves in an online court. This digital divide therefore raises concerns about equal access to justice. Ensuring that all court users can participate meaningfully in digital formats is crucial.

A second challenge lies in the difficulty in assessing witness credibility. It is far harder to assess a witness’ credibility, if you can only see their faces on a video screen. You can’t read their body language, which often is quite revealing.

A third challenge has to do with technical glitches that can affect due process. Online courts are susceptible to disruptions from poor internet connections, audio or video malfunctions, and difficulties with digital evidence presentation.

There also are security and privacy concerns. It is vitally important to be able to ensure the confidentiality of sensitive information and to protect against unauthorised access. The necessary safeguards must be in place.

Finally, there is the issue of maintaining the gravity and courtroom decorum of legal proceedings, which can be challenging in a virtual environment. The example of the lawyer who appeared as a cat on-screen comes to mind.

Best Practices

Experts make the following recommendations for effective online courts:

  • Having dedicated IT support during proceedings
  • Implementing clear protocols for document sharing
  • Conducting pre-hearing technology checks
  • Providing training for judges, lawyers, and court staff

Leading examples of online courts

Let us have a look at some of the leading examples when it comes to online courts.

The UK has been developing online court systems, such as the Civil Money Claims project, which allows for the resolution of civil disputes online. This initiative is part of a broader effort to digitise the justice system and improve access to justice.

As mentioned above, the U.S. has seen a rapid adoption of online court technologies, particularly during the pandemic. Courts have implemented video conferencing tools and expanded e-filing systems to ensure continued access to justice. For instance, the Texas court system conducted over 1.1 million remote proceedings between March 2020 and February 2021.

Singapore‘s judiciary has implemented various digital initiatives, such as the Authentic Court Order system, which allows parties to verify court orders electronically without needing hard copy certified true copies or direct verification from the courts. Additionally, the judiciary has introduced mediation and counselling services to address family disputes.

South Korea‘s eCourts platform has revolutionised the country’s judicial system by providing a comprehensive digital framework for legal proceedings. This platform enables electronic case filing, management, and the delivery of court judgments. Additionally, the use of video conferencing for remote hearings has become increasingly common, especially during the COVID-19 pandemic, ensuring that access to justice remains uninterrupted. The integration of AI and big data analytics into the eCourts platform further streamlines operations and improves service delivery.

China has been at the forefront of integrating technology into its judicial system. The country has established internet courts in cities like Beijing and Guangzhou, where cases can be fully conducted online, from filing to the rendering of the ruling. China’s “Smart Court” initiative aims to modernise trial systems using technologies such as the Internet, cloud computing, big data, and artificial intelligence.

Brazil has also made significant strides in adopting electronic judicial processes, particularly in labour courts. By 2021, 97.2% of new lawsuits in the first degree and 95.3% in the second degree were filed electronically. This widespread adoption of ICTs in the Brazilian judiciary has improved access to justice and streamlined court processes.

Australia has a well-established system for remote hearings, which was further developed during the COVID-19 pandemic. The use of video-hearings has become quite common.

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Legal IT

AI Agents are the next big thing

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In our previous article, we looked at legal technology predictions for 2025. Several experts predicted that AI agents would be the most important evolution. So, let’s have a closer look. In this article, we will answer the following questions, “what are AI agents? “, and “why are they important?”. We will also talk about AI agents in legal technology.

What are AI Agents?

An artificial intelligence (AI) agent is a software program that can autonomously interact with its environment, collect data, and use the data to perform self-determined tasks to meet predetermined goals. Humans set goals, but an AI agent independently chooses the best actions it needs to perform to achieve those goals. So, it is a system or program that is capable of autonomously performing tasks on behalf of a user or another system by designing its workflow and utilizing available tools. AI agents may improve their performance with learning or acquiring knowledge.

IBM explains that “AI agents can encompass a wide range of functionalities beyond natural language processing including decision-making, problem-solving, interacting with external environments and executing actions. These agents can be deployed in various applications to solve complex tasks in various enterprise contexts from software design and IT automation to code-generation tools and conversational assistants. They use the advanced natural language processing techniques of large language models (LLMs) to comprehend and respond to user inputs step-by-step and determine when to call on external tools.”

Why are they important?

Some refer to agentic AI as the third wave of the AI revolution. The first wave was predictive analytics where AI could crunch large datasets to discover patterns and make predictions. The second wave was generative AI, that uses deep learning and large language models (LLM) that can perform natural language processing tasks. And now, the third wave consists of AI agents that can autonomously handle complex tasks.

Because they can autonomously handle complex tasks, and better than ever before, AI agents can change the way we work. One headline gives the example of an AI agent that can reduce programming from months to days. There already are E-commerce agents, sales and marketing agents, customer support agents, hospitality agents, as well as dynamic pricing systems, content recommendation systems, autonomous vehicles, and manufacturing robots, for example. And they all can do the work that was previously done by humans.

AI agents clearly offer several benefits. They can dramatically improve productivity, as they can handle complex tasks without human supervision or intervention. And because processes are automated, this also reduces the costs. AI agents can also be used to do research which in turn allows to make informed decisions. AI agents also lead to an improved customer experience because they can “personalize product recommendations, provide prompt responses, and innovate to improve customer engagement, conversion, and loyalty.”

But, as with any breakthroughs in AI, it is important the remain aware that there always is a dark side, too. Already there are warnings about ransomware AI agents, which work autonomously, and are far more sophisticated than their predecessors.

AI Agents in legal technology

For quite a while now, legal technology has been using bots that automate certain processes. In a way, AI agents are the next generation of bots. Many legal technology experts predicted that 2025 would be the year of the legal AI agents.

A selection of predictions on AI agents in legal technology

The National Law Review, also quoted in last month’s article, interviewed more than sixty experts on legal technology. Several of them talked about AI agents in legal technology. Here is a selection of quotes.

Gabe Teninbaum stated that “The biggest surprise in legal AI in 2025 will be the emergence of agentic AI—systems capable of taking autonomous, goal-driven actions within set parameters. These tools won’t just assist lawyers but will independently draft contracts, conduct negotiations, and even manage compliance, pushing the profession to redefine what it means to “practice law.”” And “by 2025, legal AI will shift from supporting tools to decision-making partners, with agentic systems managing tasks like compliance monitoring and preliminary dispute resolution. The surprise won’t be AI’s capability—it will be the speed at which clients demand its adoption.”

Nicola Shaver said, “Agentic AI, with the capability to automate legal workflows end-to-end, will become more prevalent in 2025, as will AI-enabled workflows generally. We will see a move away from the chatbot model to generative AI that is built into the systems where lawyers work and that mimics the way lawyers work, making it easier to adopt. Lawyers should expect to access custom apps for their legal practice areas in places like their document management or practice management systems and will adopt the tools that they like at a deeper level. In 2025, some lawyers will be using generative AI on a daily basis without even noticing it, since it will be an enabler of so many systems in the back end with less of the prompting burden sitting with end users.”

Tom Martin echoes a similar sentiment, calling Agentic AI “a transformative leap in the direct provision of legal services, driven by strengthening multimodal AI models, agentic capabilities, seamless machine-level orchestration, and evolving regulations governing AI-driven legal entities. This shift won’t just streamline existing workflows; it will redefine the way legal services are conceived, delivered, and experienced.”

Jon M. Garon observes that, “The potential for user-operated agents will grow exponentially as these apps create the power to automate calendaring, meeting coordination, note-taking, work-out buddies, and much more, becoming true personal assistants. Lawyers will need to be careful that the agents do not disclose personal or client data, but with that problem solved, these will grow into a significant new market. ”

Evan Shenkman explains it as follows: “Think about tools that can listen in on depositions, trials, or client intake meetings, and provide the attorney — in real-time — with AI-powered guidance and assistance (issue spotting, identifying inconsistencies or falsehoods, etc.) based on the tool’s prior review and analysis of the entire case file. Or tools that can continually review the case docket, and then unilaterally alert the attorney of what just happened, what now needs to be done, and include GenAI-created proposed drafts based on prior firm samples. These tools are already in the works and will be mainstream soon enough. ”

Benefits of AI Agents in legal technology

The benefits AI Agents will bring to the field of legal technology apply not only to lawyers, but to all legal service providers, including alternative legal service providers.

One of the obvious primary advantages of AI agents in the legal field is their ability to enhance efficiency and reduce costs. Bots have already been doing that to a certain extent by automating repetitive tasks such as document review, legal research, and contract analysis. AI agents are expected to take this process of automating tasks to a new level where entire workflows and more complex tasks will be handled by them as well. This will free up valuable time for attorneys to focus on more complex and strategic aspects of their work. This not only increases productivity but also reduces the likelihood of human error, leading to more accurate outcomes.

The capability to process and analyse large volumes of data at speeds is particularly beneficial in legal research: AI can quickly sift through case law, statutes, and regulations to provide relevant information and insights.

Another significant benefit is the improved client service. By providing real-time updates and centralized document management, these agents encourage better collaboration within legal teams. This leads to more cohesive workflows and ensures that all team members are informed and aligned. All of this contributes to enhancing the client experience. (Several experts, some of whom are quoted above, predict that client demand will be a major factor in the adoption of AI agents).

AI agents also support transfer learning, which enables them to apply knowledge gained in one context to new, related tasks. This reduces the need for extensive retraining and allows legal professionals to leverage AI capabilities across various areas of law.

 

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Legal IT

Legal technology predictions for 2025

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At the end of the year and the beginning of a new one, many publications give their predictions for the new year. In this article, we will go over a selection of legal technology predictions for 2025. We can group them in four categories: legal technology predictions that do not involve AI, predictions on legal issues involving AI, predictions on AI in legal services, and finally, some other legal technology predictions on AI.

Legal technology predictions that do not involve AI

While most of the authors focus on the growing impact of AI, there also are legal technology predictions that do not involve it.

A first set of predictions has to do with client demands. Authors anticipate a significant further proliferation of blockchain, cryptocurrencies, and smart contracts. This will result in a growing demand for lawyers who are versed in these matters. Experts also predict that clients’ expectations will keep on rising, and that law firms will have to adapt to that demand. Already, the legal industry is witnessing a shift towards more client-centric services. Overall, experts also predict a growing demand for legal services for SMBs.

A second set of predictions has to do with the investments law firms will be making. Experts predict an overall increase in investments in technology, and more specifically, apart from AI, increases in spending on knowledge management and on cybersecurity.

Cybersecurity remains a critical concern for law firms, especially with the growing reliance on digital tools and AI. The sector is expected to invest more in cyber resilience strategies to counter potential threats, ensuring the protection of sensitive legal data and maintaining client trust. General counsels and Chief Legal Officer need to up their game when it comes to cybersecurity.

Finally, experts expect the billable hour to further decline, and fixed fees and subscription billing to increase.

Predictions on legal issues involving AI

Several authors also focus on legal issues involving AI. On the one hand, there is the topic of regulating AI, and on the other hand, there is the topic of litigation.

Both the EU and the Council of Europe (CoE) published their frameworks on regulating AI. Unlike the EU AI Act, the Council of Europe’s Treaty is open to all countries who want to sign up. More sign-ups are expected. When it comes to the US, the situation is unclear, as the incoming Trump administration may withdraw from the CoE Treaty. Most experts do not expect the Trump administration to impose its own framework. Several authors do see initiatives on both a state level and on the level of local bar associations. The latter may impose ethical rules regarding the use of AI in law firms, especially when it comes to lawyers using generative AI.

There also is an anticipated increase in litigation related to AI tools and practices. One of the areas where experts predict more litigation involves the disputes over unauthorized use of copyrighted materials for AI training. They also expect an increase of product liability lawsuits involving AI-systems. And an increase in litigation is also anticipated when it comes to AI-induced biases in processes like job screening, and potential antitrust violations stemming from AI-driven pricing tools.

Predictions on AI in legal services

Most of the predictions, however, focus on how Artificial Intelligence will impact the delivery of legal services. And the topic that is most talked about is the introduction of AI agents in the delivery of legal service. Some call it the most important evolution for 2025.

So, what are we talking about? An AI agent is a software program designed to operate independently, perceiving its environment, analysing information, and taking actions to achieve specific goals. It gathers data through sensors or input systems, processes this data using logic or machine learning models, and performs tasks or interacts with its surroundings based on its objectives. These agents are widely used in applications such as virtual assistants, self-driving cars, and automated decision-making systems, allowing them to function without constant human intervention. So, you can think of them as the next generation, more advanced and more versatile bots. And in 2025, they’re expected to have a huge impact on the delivery of legal services and on the way that law firms and legal departments operate. We will discuss AI agents more in depth in a follow-up article.

AI is also become more integrated in all aspects of the delivery of legal services, from optimizing and automating workflows, enhancing knowledge management, and handling specific tasks autonomously. Most experts anticipate that all cloud-based software for lawyers and law firms will be integrating more AI into their systems. Overall, authors also predict that generative AI will become better and more specialized in specific legal areas.

Several authors talk about how artificial intelligence is already leading to a sharp increase in productizing legal services. This applies to law firms, legal departments, but also to alternative legal service providers. Some expect hybrid lawyers and/or self-service legal platforms to become as ubiquitous as online banking. Some even anticipate that more and more lawyers will start collaborating with robot lawyers. And for the first time, some even predict that within 5 years, the combination of the advances in AI and breakthroughs in quantum computing will start replacing entry level lawyers.

Other legal technology predictions on AI

Some experts also made some other legal technology predictions on AI. They are optimistic that Generative AI will improve access to justice, and that we will see courts who will start using Generative AI, as well to become more effective.  They also expect a consolidation movement in the market of legal technology service providers. Finally, some expect that Legal AI and Generative AI will become part of law school curriculum.

 

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Legal IT

Recent Artificial Intelligence Regulations (2024)

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In the past, we have discussed the need for artificial intelligence regulations. The first important initiative was the OECD establishing a series of non-binding guidelines in 2019. Another milestone was the EU AI Act of March 2024. Also in 2024, there were some other important regulation frameworks that were introduced. In this article, we will have a look at the Council of Europe Framework Convention on AI, at the United Nations’ AI Resolution, as well as at other artificial intelligence regulations and initiatives, including The Responsible AI in the Military Domain (REAIM) summit in Seoul.

Council of Europe Framework Convention on AI

The full name of the Council of Europe’s Framework Convention on AI is the Council of Europe Framework Convention on Artificial Intelligence, Human Rights, Democracy, and the Rule of Law. It is the first legally binding international treaty that specifically focuses on regulating artificial intelligence (AI) in line with fundamental rights and values. These are meant to ensure that AI systems respect human rights, support democratic principles, and adhere to the rule of law.

The convention is an initiative of the Council of Europe, which is an international organization that was founded in 1949. Its goals are similar to the UN’s Declaration of Human Rights. It has 46 member states and focuses on promoting human rights, democracy, and the rule of law in Europe.

The history of the framework convention on AI began in 2020 when the Council recognized the need for a legal framework for AI. In 2021, they launched discussions among member states and experts. The aim was to draft a convention that would safeguard fundamental rights while fostering innovation. In 2023, the Council presented a draft of the convention. The framework was officially adopted on 17 May 2024, and was opened for signatures from 5 September 2024 to countries both within and outside Europe, making it a globally significant agreement. Notable is that apart from the 46 Council of Europe member states, another 11 countries – including the US – have signed it as well. More may follow.

Much like the EU AI act, the convention introduces a risk-based approach, addressing the design, deployment, and decommissioning of AI systems. It emphasizes transparency, accountability, and fairness while encouraging responsible innovation. High-risk AI applications, such as those with the potential to harm human rights, are subject to strict oversight. The treaty also allows flexibility for private actors to comply through alternative methods and includes exemptions for research and national security purposes.

This framework is crucial as it provides a common international standard for managing AI’s potential benefits and risks. It promotes trust in AI technologies by ensuring safeguards against misuse and unintended consequences while fostering innovation. The convention aligns closely with the European Union’s AI Act, reinforcing a shared commitment to ethical AI governance on a global scale.

The treaty is also important because of its ability to shape how AI is integrated into societies, balancing innovation with protecting democratic values. It seeks to protect individuals’ rights. AI systems can make decisions that affect people’s lives, such as in job recruitment or law enforcement. The convention safeguards that these systems are fair and transparent is crucial. The convention also promotes accountability. It requires AI developers and users to take responsibility for their systems. This helps build trust between the public and technology. Furthermore, the convention supports democracy. It emphasizes the need for public participation in discussions about AI. This ensures that diverse voices are heard in shaping policies. Finally, it sets a precedent and standard for other countries. If Europe leads in AI regulation, other regions may follow. This can create a global framework for responsible AI use.

The United Nations’ AI Resolution

On March 21, 2024, the United Nations General Assembly adopted its first-ever and non-binding resolution on artificial intelligence (AI). This resolution promotes the development of “safe, secure, and trustworthy” AI systems. It is another significant step in creating global norms for managing AI, which also aims to ensure the technology benefits humanity while addressing its risks. The resolution was led by the United States and co-sponsored by 123 countries, receiving unanimous support from all 193 UN member states.

Here, too, the history of this resolution traces back to the rapid growth of AI technology. As AI started to impact various sectors, concerns about its effects on society grew. We are talking about issues like privacy, bias, and the potential for misuse, which all became prominent. In response, the UN began discussions about how to address these challenges. In 2023, member states began drafting the resolution. After extensive negotiations, the resolution was adopted in March 2024.

The resolution recognizes the transformative potential of AI in addressing global challenges, such as achieving the United Nations’ Sustainable Development Goals. It encourages international cooperation to bridge digital divides, especially between developed and developing countries. One of its goals is to ensure equitable access to AI technologies. Member states are urged to regulate AI systems to protect human rights and privacy, avoid risks, and promote innovation.

Like other regulatory initiatives, this one also underscores the need for global collaboration in governing AI. There is a growing consensus that international regulation is critical to harnessing its benefits responsibly. The resolution aligns with similar efforts, like the European Union’s AI Act and the Council of Europe’s Framework Convention. It emphasizes the importance of ethical, human-centric AI development. It aims to prevent harm while promoting trust in AI systems globally.

This resolution’s importance lies in its acknowledgment of AI’s dual potential: as a tool for progress and a source of risks if left unchecked. It, too, provides a foundation for international frameworks to guide AI use in a way that supports sustainable development and safeguards fundamental rights.

Other artificial intelligence regulations and initiatives

The Global AI Safety Summit

The Global AI Safety Summit is a recurring international conference that discusses the safety and regulation of artificial intelligence (AI). The first Global AI Safety Summit was held on November 1–2, 2023 at Bletchley Park in Milton Keynes, United Kingdom. The summit’s goals included:

  • Developing a shared understanding of the risks of frontier AI
  • Establishing areas for collaboration on AI safety research
  • Launching the UK Artificial Intelligence Safety Institute
  • Testing frontier AI systems against potential harms

The summit was concluded with the Bletchley Declaration, which was signed by 28 nations.

The second Global AI Safety Summit in September 2024 was co-hosted by Britain, South Korea, and others. (See below: The Responsible AI in the Military Domain summit). The third Global AI Safety summit will be held in February 2025 in France.

The Global AI summit brings together international governments, leading AI companies, civil society groups, and experts in research. The summit aims to a) consider the risks of AI, especially at the frontier of development, b) discuss how to mitigate those risks through internationally coordinated action, and c) to understand and mitigate risks of emerging AI while seizing opportunities. The overall goal is the prevention and mitigation of harms from AI, which could be deliberate or accidental. These harms could be physical, psychological, or economic.

The Responsible AI in the Military Domain (REAIM) summit in Seoul

The Responsible AI in the Military Domain (REAIM) summit was held in Seoul on 10 September 2024. About 60 countries including the United States endorsed a “blueprint for action” to govern responsible use of artificial intelligence (AI) in the military. Important is that China did not endorse this blueprint.

The summit was a follow-up to one held in The Hague in 2023 where countries agreed upon a call to action on the topic, that would not be legally binding.

The US AI Safety Summit

A separate global AI safety summit was planned by the Biden administration in the US. The idea is similar: it wants to bring the leading stakeholders together to identify key issues, and to suggest ideas for a regulation framework. President-elect Trump, however, had indicated that he would undo any such framework, so the plans were put on hold.

 

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Legal IT

An introduction to decentralized autonomous organizations

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In previous articles, we talked about blockchain technology, about a decentralized web3, and on the role of smart contracts. Another concept that is important in this context is that of Decentralized Autonomous Organizations (DAOs). In this article, we answer the following questions: What are decentralized autonomous organizations? How do decentralized autonomous organizations work? Why are DAOs important? And finally, what is their relevance to lawyers?

What are decentralized autonomous organizations?

A DAO is a type of organization that operates – in whole or in part – based on rules encoded as computer programs, commonly known as smart contracts, on a blockchain. Unlike traditional organizations that rely on centralized leadership or governing bodies, DAOs aim to be decentralized and run autonomously, with decision-making processes controlled by participants through a consensus mechanism.

Let’s analyse the three aspects of the term:

  • Decentralized means that there is no single leader or controlling authority. Instead, decisions are made collectively by the organization’s members or stakeholders.
  • Autonomous means that the organization runs on pre-defined rules, encoded in smart contracts, which automatically execute decisions once certain conditions are met.
  • It’s an organization, which means it still operates with the same goals as a traditional organization: managing resources, coordinating activities, or achieving a shared objective. However, all of this is done in a decentralized and automated way.

How do decentralized autonomous organizations work?

So, how does a DAO work? At its core, a DAO is built on blockchain technology, typically on platforms like Ethereum. The rules and governance of the DAO are programmed into smart contracts, which are publicly available on the blockchain. These smart contracts ensure that everything operates transparently and autonomously.

DAOs often issue governance tokens, which give holders voting power on decisions like changes to the organization’s rules, spending of funds, and future projects. The more tokens a member holds, the more voting power they possess.

Any token holder can propose changes, projects, or investments. These proposals are voted on by other members. Once a proposal passes, it’s executed automatically by the smart contract.

Another important aspect is the transparency and security of DAOS. Because the DAO’s operations are on a blockchain, all activities are transparent and open for anyone to verify. This minimizes fraud or manipulation. However, it also means DAOs are only as secure as their underlying code, and vulnerabilities can have major consequences.

Why are DAOs Important?

DAOs represent a shift in how we think about governance, collaboration, and decision-making. They offer several advantages that could reshape the future of organizations and communities.

DAOs have true decentralization. Traditional organizations, no matter how open, still have centralized leadership and decision-making bodies. A DAO, by its very nature, eliminates the need for centralized authority. Decision-making power is distributed across the community. This promotes a fairer and more democratic system.

One of the key advantages of DAOs is their transparency. Every decision, fund transfer, and rule change is recorded on the blockchain, ensuring that all members can see exactly what’s happening. This builds trust among members, as there’s no hidden agenda or secret dealings.

DAOs are global and inclusive. They can be accessed and participated in by anyone with an internet connection. This global inclusivity allows for diverse participation and prevents the gatekeeping common in traditional organizations. It enables communities from all over the world to unite around a shared goal or vision.

The governance of a DAO is entirely programmable. This means that the rules of the organization are set in code, reducing the chance of human error or manipulation. Once the rules are written into a smart contract, they execute automatically based on agreed conditions.

Another important aspect is their efficiency and automation. Since DAOs rely on smart contracts, they can operate autonomously without the need for constant human oversight. This can lead to more efficient operations and faster decision-making processes. Proposals can be implemented automatically, funds can be distributed according to predetermined rules, and tasks can be executed without requiring manual intervention.

Challenges facing decentralized autonomous organizations

While DAOs offer many benefits, they also face significant challenges:

A first challenge lies in possible code vulnerabilities. Since DAOs run on smart contracts, any bugs or vulnerabilities in the code can be exploited, leading to financial losses or governance breakdowns. In 2016, there was a – by now infamous – DAO hack, which saw millions of dollars’ worth of Ether stolen. It was a stark reminder of the importance of secure coding practices.

A second challenge has to do with decision-making inefficiencies. While DAOs aim to be democratic, decision-making can be slow and cumbersome. This is especially the case if there is a large number of token holders involved. Reaching consensus can take time, which may slow down the organization’s progress.

Finally, we must take legal and regulatory uncertainty into account. The decentralized nature of DAOs raises questions about their legal standing. Traditional laws may not easily apply to DAOs, leading to uncertainty in how they are regulated or taxed. And that leads us to …

How are they relevant to lawyers?

The rise of Decentralized Autonomous Organizations is particularly relevant to lawyers as they challenge traditional legal frameworks and introduce new complexities. Because DAOs are decentralized and operate on blockchain technology without central leadership, it is not obvious to give them a legal classification. Lawyers therefore play a crucial role in helping DAOs navigate these ambiguities, particularly with jurisdictional questions and limited liability protections for members.

DAOs rely heavily on smart contracts. And as contracts, these still need to comply with contract law principles. Lawyers must ensure these digital agreements are enforceable in court and may need to draft hybrid contracts that combine smart contract technology with traditional legal protections. Liability is a major consideration: since DAOs lack a central authority, determining who is accountable in cases of security breaches or legal violations can be complex. Legal guidance helps structure DAOs to minimize personal liability and mitigate risks.

The issuance of governance tokens, often used to make decisions within DAOs, introduces securities law questions. Lawyers must determine if these tokens are considered securities and ensure compliance with applicable regulations. Intellectual property, regulatory compliance regarding money laundering, etc., as well as taxation are other critical areas where lawyers advise DAOs. Legal advice is especially useful when participants and profits are distributed globally.

Decentralized organizations often lack a traditional forum for resolving conflicts. Dispute resolution within DAOs presents unique challenges. Lawyers are essential in creating mechanisms like on-chain arbitration and establishing enforceable contractual relationships between DAOs and third-party entities. Employment and labour laws, particularly around token-based compensation, also require legal expertise to ensure compliance.

Finally, ethical standards and fiduciary duties in DAOs are less defined than in traditional organizations. Lawyers can help by establishing governance documents that define participants’ responsibilities and implement conflict-of-interest policies, promoting transparency and fairness.

 

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Legal IT

Microsoft Queues App for Teams

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In this article, we have a look at the new Microsoft Queues App for Teams. We look at the following questions: what is the Microsoft Queues App for Teams, and what is its relevance for law firms? We also look at the requirements for the Microsoft Queues App for Teams, and at how to get started.

What is the Microsoft Queues App for Teams?

The Queues app for Microsoft Teams is a new collaborative tool that is available as an add-on app for Microsoft Teams. It is designed to enhance customer engagement and call handling capabilities within the Teams environment. It allows team members to work together in managing customer calls. It is particularly useful for organizations that rely on customer support and service operations.

The Microsoft Queues app for Teams offers several key features that enhance call management and customer engagement within organizations. It enables users to handle inbound and outbound calls through call queues, making the app highly effective for managing team-based communication. The app integrates seamlessly with Microsoft Teams: it allows users to opt in or out of queues based on their availability. It helps teams manage workloads efficiently. It provides real-time performance statistics, which are useful for monitoring and optimizing call queues.

In addition, the Queues app integrates with CRM tools, enabling users to access customer profiles alongside calls for more personalized service. It also includes Microsoft Copilot, an AI tool that assists with summarizing call notes, saving time between client engagements. Future releases will introduce advanced features like call monitoring, barge, whisper, and takeover functionalities. Designed for businesses that need robust communication tools but don’t require a full-fledged contact centre, the Queues app offers a cost-effective solution for managing customer service through Teams.

The Queues app is available since 20 September 2024.

Relevance for law firms

Although aimed at customer support and service departments, the Microsoft Queues app can also be highly beneficial for law firms. It can streamline client communication and improve efficiency in handling calls. Law firms often manage a high volume of inbound client inquiries and need a reliable system to ensure no call is missed, especially during busy periods. The Queues app, integrated into Microsoft Teams, would enable legal teams to manage and distribute calls effectively, ensuring that client queries are routed to the appropriate lawyer or department in real time. As mentioned above, the app allows for call statistics and performance monitoring. This can help firms optimize staffing during peak times and ensuring high levels of client service.

Furthermore, by integrating with CRM tools (like CICERO LawPack), the app provides lawyers with immediate access to client profiles and case histories during calls. This allows them to offer more personalized service. This capability could reduce the time spent on administrative tasks and enable attorneys to focus more on legal work. The inclusion of Microsoft’s Copilot AI, which summarizes call notes, could be particularly valuable in saving time on documentation. Additionally, the option for users to opt in and out of call queues based on availability would help manage workload distribution within the firm more efficiently.

For law firms with client-facing teams, the Queues app offers an affordable alternative to more complex and expensive contact centre solutions. It does so without sacrificing critical functionality like reporting, call handling, and collaborative workflows.

Requirements for the Microsoft Queues App for Teams

What do you need to be able to use the Microsoft Queues app for Teams?

First, your organization must have a Microsoft Teams Account and Teams Premium License. These are necessary as the Queues app is integrated within the Teams platform. Teams Premium is required to access the advanced queuing functionalities.

For firms that need VoIP or PSTN capabilities to make and receive external calls, a Teams Phone license is also necessary.

If your firm plans to leverage the AI-powered features of Microsoft Copilot, such as automatic call note summaries, a separate Copilot license will be required.

CRM Integration is optional but recommended for better client interaction.

Finally, to set Queues up, you need Admin Permissions. You will need the necessary permissions to manage call queues and auto attendants. This includes the ability to delegate roles to authorized users, such as leads or supervisors, who can configure call queues directly from the Teams client.

Note that these are the requirements to set things up on your side. Clients do not need any of those licenses.

How to get started

Once the licensing is sorted, the next step is to install the Queues app. The app is now generally available. It can be installed directly from the Microsoft Teams app store. Teams’ administrators can either deploy it organization-wide or limit access to specific departments, such as client services or legal teams, depending on your firm’s needs.

With the app installed, the administrative team will need to configure the call queues. This involves setting up distinct queues for different practice areas or departments, like family law or corporate litigation. You also may have to configure auto-attendants to handle routing based on office hours, client preferences, or the urgency of cases. Teams’ administrators, or designated power users within the firm, can manage these settings to ensure that calls are appropriately directed and handled efficiently.

Assigning team members to queues is another crucial step. Lawyers, paralegals, admin and support staff who are directly involved in client communication can be added to specific queues. Team members can choose to opt in or out of queues depending on their availability, making the system flexible for different working schedules and client demands.

Another feature that can significantly enhance the utility of the Queues app is CRM integration. If your law firm already uses a client relationship management system like CICERO LawPack, you can integrate it with the Queues app. This will enable team members to pull up relevant client details, case histories, or documents during calls, allowing for more informed and efficient client interactions.

For monitoring and continuous improvement, the app provides analytics dashboards. These allow authorized users to track performance metrics like call volumes, client interactions, and individual staff performance. By analysing this data, law firms can fine-tune their workflows, ensure client satisfaction, and maintain high service standards.

(*) This article was written on request.

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Legal IT

Law Firms and Cryptocurrencies

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In the past, we have looked at blockchain, the technology that underlies cryptocurrencies, and at how blockchain is relevant to law firms. In this article, we have a closer look at the relationship between law firms and cryptocurrencies. We explain what they are and explore the challenges regarding law firms and cryptocurrencies. We also look at the legal services law firms can offer.

What are cryptocurrencies?

Wikipedia defines a cryptocurrency as “a digital currency designed to work as a medium of exchange through a computer network that is not reliant on any central authority, such as a government or bank, to uphold or maintain it.”

Cryptocurrencies are decentralized digital currencies. They use blockchain technology to secure transactions and control the creation of new units. Unlike traditional currencies issued by governments, cryptocurrencies operate on a peer-to-peer network. This allows users to transfer ownership of cryptographic units without the need for a trusted third party, such as a bank. Transactions made with cryptocurrencies are recorded on a public ledger called the blockchain, which ensures transparency and security.

The first and most well-known cryptocurrency is Bitcoin, launched in 2009. It paved the way for thousands of alternative cryptocurrencies, known as altcoins, each with unique features and purposes. The most used cryptocurrency is Ethereum. It is popular in the legal and commercial world because it is being used in smart contracts.

Wikipedia lists six conditions to qualify as a cryptocurrency:

  1. The system does not require a central authority; its state is maintained through distributed consensus.
  2. The system keeps an overview of cryptocurrency units and their ownership.
  3. The system defines whether new cryptocurrency units can be created. If new cryptocurrency units can be created, the system defines the circumstances of their origin and how to determine the ownership of these new units.
  4. Ownership of cryptocurrency units can be proved exclusively cryptographically.
  5. The system allows transactions to be performed in which ownership of the cryptographic units is changed. A transaction statement can only be issued by an entity proving the current ownership of these units.
  6. If two different instructions for changing the ownership of the same cryptographic units are simultaneously entered, the system performs at most one of them.

Challenges regarding law firms and cryptocurrencies

Law firms wanting to deal with cryptocurrencies face several challenges. These may apply to the law firms themselves as well as to their clients. Let us have a closer look.

A first challenge is regulatory uncertainty.  The legal and regulatory environment surrounding cryptocurrencies is quite intricate. Law firms can advise on compliance with securities, commodities, tax, anti-money laundering, and banking laws and regulations. The challenge is that the regulations for cryptocurrencies vary widely from one jurisdiction to another. In some countries, cryptocurrencies are embraced and regulated like any other financial asset, while in others, they face severe restrictions or outright bans. (Wikipedia provides an overview of the legality of cryptocurrencies in different countries and territories). On top of that, the legal landscape is also continually evolving. Law firms must therefore stay abreast of these shifting regulatory landscapes to provide accurate advice to their clients.

A second challenge has to do with compliance with anti-money laundering requirements. Cryptocurrencies are often associated with anonymity. This has raised concerns about their potential use in illegal activities such as money laundering and terrorism financing. Law firms must assist clients in navigating anti-money laundering requirements to ensure compliance with local and international laws.

Next, there are taxation Issues. The tax treatment of cryptocurrencies can be complex and varies significantly by jurisdiction. Law firms can help clients understand and comply with tax obligations, whether it involves capital gains tax, income tax, or value-added tax (VAT) on cryptocurrency transactions.

There also are Intellectual Property (IP) rights to consider. The blockchain technology has led to the creation of numerous innovations, many of which may be subject to intellectual property protection. Law firms play a crucial role in helping clients secure and enforce IP rights in the crypto space.

Another challenging area that is of specific interest for lawyers is dispute resolution. As with any financial asset, disputes can arise in the cryptocurrency space. These can be related, e.g., to transactions, smart contracts, or initial coin offerings (ICOs). Law firms must be equipped to handle these disputes, which may involve complex issues of jurisdiction, contract law, and technology.

Finally, there are ethical considerations. Law firms must comply with the ethical requirements of their bar associations. Specific rules may apply as to what is allowed and what isn’t.

Legal services regarding cryptocurrencies

With all the challenges listed above, it should come as no surprise that there are corresponding services lawyers can offer. Let’s have a closer look.

Law firms can provide compliance and regulatory advice to ensure that cryptocurrency-related activities comply with applicable laws. This includes advising on the compliance of tokens and coins with securities laws, exchange licensing, and the creation and management of smart contracts. Firms also assist with the formation of cryptocurrency-focused funds, reviewing fund offering materials, and advising on tax implications.

An obvious service law firms can offer is dispute resolution and litigation. This includes resolving disputes between customers and cryptocurrency exchanges, as well as issues like locked accounts and frozen assets. Law firms also handle litigation and fraud cases, including recovering stolen digital assets and addressing business and investment fraud. When disputes arise in the cryptocurrency space, law firms provide representation in court or through alternative dispute resolution mechanisms such as arbitration or mediation. They can also represent clients in investigations by various government agencies and provide defence in civil disputes.

Law firms can offer advisory services for innovators and investors. This can include advice on intellectual property protection, company formation, and tax planning. As mentioned above, they can also help with compliance with regulatory and licensing obligations and security and privacy reviews. For investors, law firms can develop tax-effective ownership structures and advise on the taxation of trading gains and income from activities like staking and lending.

Another area consists of specialized services for Digital Assets and Web3. Law firms are at the forefront of advising on new digital assets, cryptocurrencies, NFTs, and blockchain-based protocols. They work with venture capital and investment funds, tech companies, exchanges, and decentralized autonomous organizations (DAOs). This includes engaging with regulatory bodies worldwide to advocate for clients in the digital asset and Web3 ecosystem.

Whether it’s an ICO, a cryptocurrency exchange, or a blockchain-based startup, law firms can help structure transactions to ensure they comply with legal requirements.

A service that is quite commonly offered these days is drafting and reviewing contracts. Smart contracts are self-executing contracts with the terms of the agreement directly written into code. They are a cornerstone of blockchain technology. Law firms are instrumental in drafting and reviewing these contracts.

Law firms can also help facilitate technical integration. Law firms are increasingly using blockchain technology to enhance efficiency and verify transactions. The use of smart contracts is growing. Law firms can advise on their implementation and legal bindingness. Distributed ledger technologies (DLTs) offer potential cost and time savings, which makes them attractive for various legal applications.

Beyond compliance and transactions, law firms offer strategic advice to clients on how to navigate the rapidly evolving landscape of digital assets. This includes advising on risk management, investment strategies, and potential regulatory changes.

Law firms and cryptocurrencies: conclusion

Like many new technologies, cryptocurrencies come with a wide range of challenges and opportunities. Law firms that start focusing on cryptocurrencies can gain a competitive edge through specialization, thought leadership, cross-border work, and collaboration with Technology Experts.

 

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Legal IT

Has the metaverse failed?

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In November 2021, we did an article on what lawyers needed to know about the metaverse. Since then, the buzz around the metaverse has largely died. In this article, we start off with an overview of some of the predictions and expectations. Then we do a reality check. Next, we look in extenso at possible reasons why the metaverse failed. We conclude with some observations on how to move forward with a new vision of an immersive future.

Predictions and expectations

The concept of the metaverse really started drawing attention when Facebook Inc. changed its name to Meta in October 2021. The metaverse was seen as the inevitable evolution of the internet—a virtual space where the physical limitations of the real world did not apply. Proponents envisioned a realm where digital avatars would seamlessly transition between experiences, carrying their identities and assets with them. This digital utopia was expected to revolutionize how we interact with technology and each other, by offering unparalleled opportunities for connectivity and commerce.

Quite a few companies established a presence in the metaverse. Architects started designing virtual buildings, and real estate developers started developing and selling virtual real estate. There was talk of virtual cities, etc. The metaverse was predicted to be the big next thing, and its proponents urged everyone to get on board.

Reality Check

The reality of the metaverse, however, has been far less impressive. The metaverse has failed to live up to the excessive hype that built up in 2021 and early 2022, leading to a “metaverse winter” in 2023. This was mainly due to cooling interest, economic obstacles, and the immaturity of the required technologies. Despite the grand vision, the metaverse has faced significant challenges that have hindered its widespread adoption and development. We will have a closer look at those reasons below.

Financially, the metaverse has seen significant investment, with over $120 billion flowing into the sector in 2022 alone. McKinsey research had suggested that the metaverse could generate up to $5 trillion in value by 2030. However, these figures contrast with the current user experience, which clearly falls short of those expectations. The costs associated with developing metaverse platforms and the technological limitations have led to a gap between the envisioned economic boom and the actual value delivered to users. The metaverse has also been criticized for being a hype-fuelled fad, appealing mainly to gamers and celebrities, rather than the public at large.

By now, “peak metaverse is firmly in our rearview mirror. According to Google Trends, Facebook’s announcement of rebranding to Meta on October 21, 2021, was the catalyst for the upward trend in metaverse. Four short months later, we hit peak metaverse.” (Brian Christner). In other words, the hype lasted for four months only. “Far from being worth trillions of dollars, the metaverse turned out to be worth absolutely bupkus. It’s not even that the platform lagged behind expectations or was slow to become popular. There wasn’t anyone visiting the metaverse at all. The sheer scale of the hype inflation came to light in May [2023]. In the same article, Insider revealed that Decentraland, arguably the largest and most relevant metaverse platform, had only 38 active daily users.” (Brian Christner). Decentraland had invested 1,3 billion US dollars in the metaverse.

Reasons why the metaverse failed

Despite significant investments and extensive hype, the metaverse has faced numerous challenges that have hindered its widespread adoption and success. One of the main issues was – and is – the lack of a unified definition or understanding of what the metaverse actually is. While some early adopters can describe it clearly, many people still struggle to grasp its concept and purpose. Moreover, the technological infrastructure required to support a fully-realized metaverse is still in its infancy. Issues such as interoperability between platforms, user privacy, and the economic model are yet to be resolved.

Let us have a closer look at the reasons why the metaverse has failed thus far. The authors of the articles listed at the end of this article mention the following reasons for the metaverse’s shortcomings.

Overhyped and unmet expectations: the initial excitement surrounding the metaverse was immense, with many envisioning a revolutionary digital landscape. The bold promises from people like Zuckerberg set a high bar that current technology and market readiness could not meet. Many initiatives fell victim to massively inflated expectations, leading to expensive failures and a general sense of disillusionment. This decline in enthusiasm has been a significant factor in the metaverse’s inability to meet expectations. The metaverse’s close association with cryptocurrencies and NFTs, which have also faced their own set of challenges, further compounded these issues.

Immature technologies and tech limitations: the development of the metaverse relies heavily on technologies such as augmented reality (AR) and virtual reality (VR). However, these technologies are still immature and have not reached the level of sophistication required for a seamless metaverse experience. The lag in VR headset adoption, for instance, has been a significant barrier to the metaverse’s growth.

Bad user experience: the abovementioned technical difficulties also resulted in a subpar user experience. Early iterations of the retail metaverse, for example, were plagued by technical glitches and clunky interfaces. These issues have made it difficult for users to fully immerse themselves in the metaverse, leading to disappointment and frustration. Add to that, that many people think Zuckerberg’s version of the metaverse is goofy, with characters that look like Nintendo Wii characters. (“You want me to wear this uncomfortable headset to be able to see myself as a badly drawn cartoon character?”)

Limited User Engagement: because of the bad user experience, user engagement has been minimal. We mentioned the example above of Decentraland, which is one of the largest and most relevant metaverse platforms, only having 38 active daily users at one point. This stark reality highlights the gap between the envisioned metaverse and the actual user adoption and engagement.

High cost of entry: the metaverse may be too expensive for some people to access. You need a VR headset, a fast computer, an up to par broadband connection, etc. Add to that, that most platforms based on blockchain — like The Sandbox and Decentraland — require the exchange of cryptocurrency for full functionality.

Privacy and safety concerns: the metaverse raises significant privacy and safety concerns that have yet to be adequately addressed. The amount and type of data created and collected through metaverse technologies result in major privacy challenges. Ensuring the safety of users, particularly children, in these virtual environments is a complex issue that requires new approaches and regulations. And then there’s the cybercrime aspect: criminals could use voice recordings from metaverse platforms against someone, or behavioural data could be mismanaged and sold to interested parties.

Economic and ROI Challenges: from an economic perspective, the metaverse has struggled to demonstrate positive returns on investment (ROI). Meta’s Reality Labs, for example, recorded a loss of $3.73 billion in one quarter alone in 2023. Retail metaverse initiatives have also largely failed to deliver truly unique, must-have shopping experiences. This makes it difficult to justify the high costs associated with developing and maintaining these platforms.

Shifting Focus to AI: finally, there is the impact of AI. Even companies that heavily invested in the metaverse are now shifting their focus to other technologies. Meta, for instance, has turned its attention away from the metaverse to AI, which is seen as the next big thing. This shift indicates a broader industry trend away from the metaverse as a primary focus.

Moving forward with a new vision of an immersive future

In summary, the metaverse’s journey has been fraught with challenges, from technical and user experience issues to economic and privacy concerns. However, by tempering expectations and adopting a more realistic and focused approach, there is still hope for the metaverse to find its place in the digital landscape. Several authors believe there still is potential for its future development. A more modest, grounded, and niche-driven approach may be the key to its next chapter. Lighter-weight, frictionless AR shopping interfaces accessible from smartphones, for example, could sidestep VR’s adoption barriers and provide more practical applications.

The journey of the metaverse probably is not over yet, and with all the investments that have been made, it is likely that it will continue to evolve. The key to its success lies in addressing the current shortcomings and aligning expectations with reality. As the technology matures and more people become familiar with the concept, the metaverse may yet find its place as a significant part of our digital lives. It will require patience, innovation, and a clear vision to bridge the gap between what was promised and what can be realistically achieved.

 

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Legal IT

The Paperless Law Firm

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Some days ago, we went to a stationery store. We wanted to buy a writing pad with letter paper, to send some letters. We couldn’t find any. When asked about it, the shop manager said that they haven’t kept it in stock for some time. “People don’t send letters anymore; they text and share.” In other words, they have gone paperless. And that seems like a good opportunity to check out the state of the paperless law firm. We look at the following questions: What is a paperless law firm? What are the benefits? What are the challenges of becoming a paperless law firm? We conclude with some tips about best practices.

What is a paperless law firm?

The paperless law firm is an implementation of the idea of a paperless office. The Wikipedia defines a paperless office (or paper-free office) as “a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form, a process known as digitization.” It adds that “Proponents claim that “going paperless” can save money, boost productivity, save space, make documentation and information sharing easier, keep personal information more secure, and help the environment. The concept can be extended to communications outside the office as well.”

The term of a “paperless office” has been around since 1978, but the idea of a paperless world was already launched in 1964 by IBM. Now, six decades later, the concept of a paperless law firm is no longer a futuristic idea. It’s a reality that many firms are already embracing.

An important factor in this evolution is that the technologies needed for a paperless office are now widely available. All relevant digital documents can easily be stored in the cloud. Scanners and OCR are found in virtually every law firm. Even smart phones have apps to scan documents, and optionally convert to text. And the software lawyers use to manage their firm, like Cicero LawPack, too is designed to be able to work like this. Artificial intelligence and machine learning have made it easier than before to manage digital documents.

So, more and more law firms are going paperless or greatly reduce their usage of paper. This transition to a paperless environment is driven by the need for efficiency, cost reduction, and a more sustainable business model. The pandemic and the need to be able to work from anywhere certainly has been a contributing factor as well.

What are the benefits?

The move towards a paperless law firm offers numerous advantages. The articles listed below mention:

  • Reduced costs: eliminating the need for printing, posting, and storing physical files can significantly cut costs. You hardly need any filing cabinets if your documents are stored in the cloud.
  • Improved organization: digital storage provides a centralized platform for all files, emails, and documents, enhancing organization and accessibility. This also means that the data become more accessible. Another benefit of this, is that you have a single source of truth.
  • Increased productivity: a DMS that is properly indexed and has a good search facility makes it far easier to have quick access to all the relevant information.
  • Enhanced collaboration: a paperless environment facilitates collaboration among team members and with clients.
  • Enhanced security and improved confidentiality: digital files can be more secure than physical ones, reducing the risk of loss or unauthorized access. Printed documents can be read by anybody with physical access, whereas the permission management of digitized documents can be very explicit in who has what access rights.
  • Guaranteed business continuity: digital systems ensure that business operations can continue uninterrupted in case of disasters.
  • Environmental benefits: going paperless contributes to environmental sustainability by reducing paper waste. It typically also results in a reduced carbon footprint.
  • Working with digitized documents also offers you greater control over compliance and deadlines because you can work with (intelligent) apps.

The challenges of becoming a paperless law firm

The transition to a paperless law firm does come with its own set of challenges. These are the most cited ones.

  • Initial time commitment: going paperless means converting documents that are only available in paper form into digital documents. This means thousands of documents must be digitized, which can be time consuming. Alternatively, you could temporarily hire extra people or outsource the process.
  • Difficulties digitizing existing paperwork: not all relevant paperwork comes in a standard paper size, which can bring its own challenges. Some law firms will also prefer to have both a scan as an image as well as a text version. While AI-driven OCR has made tremendous progress, it still means that all documents will have to be checked.
  • Transition costs and disruptions: the two challenges mentioned above make it clear that transitioning to a paperless office not only causes extra costs, but disruptions in the way the law firm is run. These initial costs and operational disruptions can be mitigated with careful planning and budgeting.
  • Security risks: in an era where cybercrime is on the rise and lawyers are a prime target, implementing robust cybersecurity measures against digital threats is imperative.
  • Compliance with regulations: ensuring that digital practices comply with legal industry standards and regulations is also crucial.

Best practices

These are some of the best practices to implement your transition to a paperless law firm.

First, identify and compare the necessary tools and technologies, like document management systems, e-signature solutions, and case management software.

Next, design your implementation strategies by planning the different steps of your paperless transition. Use a phased implementation. Recommended steps include digitizing existing documents, setting up central repositories for documents, and setting up digital workflows. Implement an electronic signature solution. Establish new processes for when you do use paper. Incentivize your paperless office strategy. Also pay attention to your client relations and notify them of the transition. Finally, staff training is also of the utmost importance.

While designing your implementation strategy, focus on security and compliance. Ensure your data security and client confidentiality in a paperless environment. Make a checklist to make sure you comply with legal and regulatory requirements (e.g., GDPR).

All of these will help make your transition smoother.

 

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Legal IT

Two free Microsoft apps to increase your productivity

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In this article, we look at two free Microsoft apps to increase your productivity, the Microsoft Forms and the Bookings apps. We answer the following questions: What is the Forms app? What are the benefits of the Forms app? What is the Bookings app? And what are the benefits of the Bookings app? (Note: this article was written upon request).

Increase your productivity with the Forms app

The first app we have a look at is the forms app, which officially is called Microsoft Forms.

What is the Forms app?

The Wikipedia gives the following definition: “Microsoft Forms (formerly Office 365 Forms) is an online survey creator, part of Office 365. Released by Microsoft in June 2016, Forms allows users to create surveys and quizzes with automatic marking. The data can be exported to Microsoft Excel and viewed live using the Present feature.”

Microsoft itself describes it as “a simple and powerful app that lets you easily create surveys, quizzes, and polls. With its intuitive interface, you can quickly design and share your forms with others, track responses in real-time and make data-driven decisions. Whether you’re conducting market research, gathering customer feedback, or testing student progress, Microsoft Forms makes it easy to get the insights you need to make informed decisions.”

Microsoft Forms provides a range of features to create interactive forms. Users can customize the background image, add pictures to questions, create sections, and use branching logic. It also offers real-time analytics to evaluate responses and integrates with other Microsoft 365 applications like Excel, SharePoint, and Teams. The app provides free templates and exclusive themes. It allows you to sync the results of your surveys and analyse the responses seamlessly in Excel.

Microsoft Forms is generally available to Office 365 Education customers, Microsoft 365 Apps for business customers, and users with a Microsoft account (Hotmail, Live, or Outlook.com). It is an optional and free app. Forms exists in an app version, which can be downloaded through the Microsoft Store, as well as in an online version, which can be found at https://forms.office.com. In essence, it is Microsoft’s competitor for Google Forms and Jotform.

As a lawyer, you could use the app, e.g., to do surveys among your clients, but also for things like client intake.

What are the benefits of the Forms app?

Microsoft Forms is a powerful tool that simplifies data collection and feedback gathering, with many benefits.

Integration with Microsoft 365: Microsoft Forms can be seamlessly integrated with other Microsoft 365 products. Users can insert quizzes, surveys, polls, and other types of forms into applications like OneNote, Excel, SharePoint, and Teams. This is probably the most important benefit, as it means that it integrates with the products and services your clients use and are familiar with.

Customization: Microsoft Forms offers customization options to create visually appealing forms. Users can choose from professionally designed templates or create their own themes. It also supports multilingual forms and provides powerful data visualization tools. Add themes, images, and videos to align forms with your law firm’s identity.

Real-time Responses: Visualize data as responses come in, with automatic charts and graphs.

Collaboration and Sharing: Share forms via links, embed them on websites, and collaborate with others.

Security and Privacy: Forms adheres to strict standards, allowing control over form access and anonymous responses.

Simple Creation Interface: You can create forms without any coding or design skills. Choose from templates or start from scratch.

Variety of Question Types: Forms supports multiple-choice, text entry, ratings, and more.

Logic and Branching: Customize the survey experience by directing respondents based on their previous answers.

Increase your productivity with the Bookings app

The second app we have a look at is the Bookings app.

What is the Bookings app?

The Wikipedia describes the Microsoft Bookings app as “a scheduling tool and is part of the Microsoft Office family of products. Released by Microsoft in March 2017, Bookings allows customers of small businesses and companies to book appointments with the company.”

In other words, Microsoft’s Bookings app is a scheduling tool that allows organizations to manage appointments and bookings with their customers. It is integrated with Microsoft Teams.

You can have one or more booking calendars. Scheduling bookings is easy and flexible. Attendees can join a booking, with or without a Teams account.

To add the Bookings app to Teams, users can go to the Apps section and search for Bookings. Once added, users can set up their booking calendar and customize the app according to their business needs.

Bookings is available with various subscriptions, including Office 365 and Microsoft 365 plans. It is not available as a standalone app and requires Outlook Web App or Outlook on the web to be enabled. All users of the Bookings app and staff participating in meetings must have a license that supports Teams meeting scheduling.

What are the benefits of the Bookings app?

The Bookings app offers the following benefits.

Integration with Microsoft Teams and Microsoft 365: The virtual appointments scheduled through the Bookings app are held via Microsoft Teams Meetings. This integration allows for seamless communication and collaboration during appointments. Appointments that are registered in Teams can automatically be added to your Outlook Calendar. Most importantly, because of this integration, it also integrates with the products and services your clients use and are familiar with. In other words, your clients can set up a meeting with you through an interface that they are familiar with.

Flexible and customizable: Bookings can be customized to fit the needs of your law firm. It offers built-in flexibility and the ability to customize appointment details, booking requirements, and service providers. This allows you to tailor the app to your specific requirements.

Features and functionality: Bookings simplifies the process of scheduling and managing appointments. It includes a web-based booking calendar that syncs with Outlook to optimize availability. The app also supports automated notification emails and reminders to reduce no-shows and enhance customer satisfaction. Additionally, Bookings integrates with Microsoft Teams to support virtual appointments via online meetings.

Conclusion

Forms and bookings are two free apps that function as add-ons to Microsoft Teams and Microsoft 365. They are easy to use and make doing things like taking surveys and booking appointments easy. An additional benefit is that these are both Microsoft apps, which means your clients do not have to familiarize themselves with yet another platform. Instead, they can interact with you in a familiar environment.

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