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"Protecting sensitive information is important for all legal firms but striking the balance between security and business productivity is a challenge"
George Kalorkoti,
Group Chief Information Officer, Herbert Smith |
Workshare and Herbert Smith
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Challenge
Herbert Smith's employees handle highly sensitive information on a daily basis. Keeping this information confidential has always been a top priority but with over 18 million documents in its document management system and a workforce regularly sending over one million external
e-mails each month this was becoming challenging. The firm required a way of monitoring data sent outside of the firm and detecting unprotected sensitive data. Without this the firm could not understand how information was being used by its workforce and recognise the associated risks.
Solution
Workshare Protect
Results
Knowledge gained from monitoring the flow of sensitive information is helping the firm identify vulnerabilities and address them through the introduction of approved security practices that are being deployed throughout the organisation. Looking forward, the firm aims to enforce these security practices using Workshare Protect.
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“Through our legal team we recognised the importance of efficient document comparison and collaboration. We wanted to deploy an organisation wide, easy-to-use solution that extended the functionality of our document management system. Workshare Compare Service easily integrates with our Livelink system, ensures compliance and streamlines our document review processes, making it the obvious choice.”
Alan Lee,
IT Manager, Tullow Oil |
Workshare and Tullow Oil
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Challenge
To bring together disparate workers from all over the world, and help them to collaborate effectively, using one system that extended the functionality of its Livelink document management system. Some departments also needed the ability to easily compare and contrast complex documents such as contracts and license agreements.
Solution
Workshare Compare Service
Results
Deploying the solution has seen Tullow Oil vastly improve productivity and streamline its document review processes. The technology helps Tullow Oil to create a comprehensive audit trail and comply not just with internal security policies but also industry regulation, ensuring documents can be sent out quickly without fear of breaching legislation.
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"Workshare has been used here for years now and is totally ingrained in our working process. For a lawyer's office like ours, Workshare is really indispensable!"
Willem Verloop, manager ICT, Houthoff Buruma |
Workshare and Houthoff Buruma
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Challenge
Within Houthoff Buruma many documents circulate. Besides that, the firm exchanges a large amount of information with third parties - like clients or other firms. Usually it concerns a recommendation or contract, in connection with takeovers or share transactions. It is important that the case can be handled quickly because delays can have major financial consequences. However, checking the changes of a document in Microsoft Word after it had been to a client was very time-consuming.
Solution
Workshare streamlines the document review process. At a glance it is clear which document version is at hand and which changes have been made. It takes less time for a document to reach the status of final version, so takeovers or transactions are no longer delayed. Moreover, Workshare protects organizations from involuntarily sending out sensitive information when e-mailing documents to third parties.
Results
Workshare makes efficiency, accuracy and compliance possible.
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"We no longer have to spend our time manually checking documents for sensitive data, Workshare Protect
does this automatically,allowing us to concentrate
on the heart of our business - our clients".
David Fardell, Finance & Admin Director, Buzzacott. |
Workshare and Buzzacott
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Challenge
With document security and compliance being of paramount importance, Buzzacott was looking for a suitable solution that also allowed them to increase the efficiency and productivity of their staff. Ensuring that internal compliance regulations were met and that harmful metadata was removed in order to ensure client confidentiality was often a labour-intensive, time-consuming exercise.
Solution
Workshare Protect was deployed to guard against confidential information leaks and to ensures that company compliance policies are met. Workshare Protect does this through policy-enforced document perimeter security for Buzzacott's Microsoft Office environment and a set of centrally administered rules.
Results
Workshare Protect is used by 170 employees enterprise-wide resulting in greater efficiency and overall cost savings. Buzzacott are able to pass these savings onto their clients whilst maintaining client confidentiality and maintaining high levels of document security.
