Document Security Software

"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.

“The combination of Microsoft Rights Management Services and Workshare Protect means we will protect confidential client information across our entire IT infrastructure whether the desktop, BlackBerry, USB sticks or Outlook Web Access.”
Jan Durant, Director of IT,
Lewis Silkin LLP

Workshare and Lewis Silkin

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Challenge
Lewis Silkin wanted to enhance the security at both the network level as well as at all its end-points including desktop, BlackBerry, USB sticks and Outlook Web Access. At the same time the law firm was transitioning to a new document management system, SharePoint, so needed a solution that could integrate easily into its Microsoft technology platform.

Solution
Workshare Protect

Key Benefits

Track and manage the spread of data at a central level
Control and alert users to sensitive data at the end-point
Rapid cleansing of hidden data in documents to ensure full information leak prevention
Applying restrictions such as document encryption prior to transmission
Integration with Microsoft technology including SharePoint and Windows Rights Management Services (RMS) for complete document control
Content protection for mobile workers using BlackBerry and Outlook Web Access (OWA)

“We have to control and manage our information, not prevent business from taking place.”
John Meakin,Group Head of Information Security,
Standard Chartered Bank

Workshare and Standard Chartered

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Challenge
As a Bank Standard Chartered handles very large volumes of sensitive information, including customers’ personal data. It has a duty of trust to its customers and other stakeholders, including financial market regulators, to maintain the security of all this information. The Bank decided it needed to add to its existing mature security mechanisms to protect data at end points and during its transfer across networks. This would provide the most robust protection against inadvertent data leaks, data breaches and risks associated with its large mobile workforce.

Solution
Workshare Protect

Results
While Standard Chartered had robust information security beforehand, now with Workshare Protect it will be managing risk at the most vulnerable point of a business – the user. Whether in the office or in the field, having security at the central level as well as the end-point means that the bank will be able to see where information is going and remind users when sensitive data is being used.

"Workshare Protect enables our 4,000 employees to securely exchange sensitive documents with customers and partners. One mouse click removes sensitive hidden data.“
Gerd Reinhardt,
Department Director PC Management, KfW

Workshare and KfW

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Challenge
Simple removal of risky data from Office documents without disturbing the work routine. Increase document security while ensuring mutual trust between customers and partners.

Solution
Workshare Protect

Results
All 4,000 KfW employees in Berlin, Bonn and Frankfurt will have Workshare Protect available at the click of a mouse button. As a result, KfW’s document-based communication is safe, without the risk caused by hidden data.

“With Workshare we have given users confidence that their documents do not contain any confidential data or violate
National Grid’s security policies.”
Adam Davidson, Solicitor, National Grid

Workshare and National Grid

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Challenge
To provide a solution that integrates into Microsoft SharePoint and enables the legal teams in the UK and US to share and approve documents quicker, increase staff productivity and efficiency, and ensure the elimination of sensitive internal ‘hidden’ data in its documents.

Solution
Building on its experience with Workshare DeltaView for document comparison, the legal team at National Grid decided to upgrade to Workshare Professional, which includes integration with Microsoft SharePoint. By moving to Workshare’s flagship product, the company is able to maintain document control, provide policy-based security policies to every legal document and gain complete audit visibility.

Results
The Workshare Professional deployment has generated significant benefits for the legal team. It has made it easier to incorporate or edit changes to documents from the team, as well as see the trail of changes that need to be accepted or rejected as part of the document approval process.

"Workshare Professional plays a crucial role in minimizing the risk of violating data protection guidelines and disclosing sensitive data, without restricting
the user’s ability to carry out his work."
Gunnar Graf, Execution Group, DrKW

Workshare and Dresdner Kleinwort Wasserstein

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[ English ] [ German ]

Challenge
Optimization and simplification of processes involved in the shared editing of documents, together with an increase in document security and compliance.

Solution
Workshare Professional helps the investment bank to better protect sensitive documents and to distribute them more productively. This solution allows predetermined internal and external guidelines, in the sense of a corporation-wide compliance, to be implemented automatically.

Results
“Workshare supports the automatic implementation of set guidelines in the case of Office documents. This optimizes corporation-wide compliance with regard to outbound documents and makes document-intensive tasks considerably easier for the user”, explains Gunnar Graf, a member of the Execution Group at DrKW.

“When looking for a tool that could generate PDF’s, manage multiple document reviews and offer secure document exchange we realised that Workshare was the only company able to offer all this in a single package”.
Patrick Chauvin, CIO, Gide Loyrette Nouel

Workshare and Gide Loyrette Nouel

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[ English ] [ French ]

Challenge
Gide Loyrette Nouel has been offering legal advice and assistance across a broad spectrum of legal disciplines to businesses, public and private sector institutions and governments. In doing so they receive, handle, treat and manage very large volumes of documents that are continually amended, transferred to multiple locations and consolidated into a single final copy that takes into account comments and recommendations made by numerous co-workers and clients.This process highlighted the limits of their system in terms of loss of time having to enter and exit different applications, manually identifying modifications from different collaborators and integrating them one-by-one into a final document.

Solution
“As a historical user of DeltaView, we were extremely satisfied but needed the range of functionalities to grow in line with our business activity” indicated Patrick Chauvin, CIO at Gide Loyrette Nouel. “The number of documents to be reviewed, approved and compiled has grown extensively and Workshare Professional provides us with additional time saving capabilities in a single application.”

Results
Being a law firm built on ethics, credibility and client trust, Gide Loyrette Nouel understood the necessity and importance of document integrity and security. Workshare Professional removes all metadata attached to a document before it is sent and identifies high risk documents that are being emailed outside the organisation. “Workshare Professional is so efficient and intuitive when it comes to document integrity and cleansing that we have full confidence in its capabilities and entrust it with keeping our most valuable asset intact; our credibility” said Patrick Chauvin.

"Workshare will enable Cobbetts' staff in multiple locations to work more efficiently on the same documents, improving productivity and reducing time-consuming manual administrative tasks associated with checking and comparing content changes."
Andy Turner, IT Internal Services Manager, Cobbetts

Workshare and Cobbetts

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Challenge
As legal teams work in multiple locations, the company needed a way in which colleagues could work concurrently on major legal documentation, without having to manually check documents for content changes. They wanted to be able to make amends quickly and easily, without having to verify corrections and more importantly, ensure that any internal "hidden" data (known as metadata) was erased from the document before being sent to the client, ensuring the security, accuracy and confidentiality of the content.

Solution
Workshare Professional enables users to automate typical manual document processes, automatically stripping out potentially damaging metadata hidden in documents. Its document validation flags any changes against the author's original text, version co-ordination allows the author to accept or reject any of those changes, and document security reduces the chance of sending sensitive data to the wrong party. It can also safeguard against potential confidentiality leaks, ensuring that company compliance policies are followed.

Results
Workshare Professional will enable Cobbetts to replace time-consuming manual working practices and replace these with quicker, automated processes. This makes it easier to incorporate or edit additional changes from colleagues for example. Workshare Professional also provides an important audit trail of accepted and rejected changes and establishes document ownership.

"We had no doubt about the upgrade to Workshare Professional. DeltaView gives that much satisfaction and is so much integrated into our daily activities that we didn't even consider any other solution."
Andr van de Water, Manager ICT Department, Van Doorne

Workshare and Van Doorne

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Challenge
Van Doorne was confronted with certain limitations within the Microsoft Office suite. It could not be assured that changes and corrections in a document were presented as they wanted. Moreover, it was difficult to gain a clear view of an adjusted document, so that it took Van Doorne a lot of time to process the changes.

Solution
Van Doorne will upgrade to Workshare Professional - the most recent Workshare product suite that also contains Workshare Protect. "That offers us even more advantages, like easy PDF creation - with only one mouse click - and the possibility to work together on the same document with different practice groups. Workshare Protect also ensures that confidential data, like document properties and changes, are removed when sending documents to third parties.

Results
The Van Doorne staff can compare documents quickly, accurately and reliably and verify the content. Van Doorne has a fast and reliable way to navigate through two documents simultaneously while checking for revisions. In no time it is clear which changes have been made by whom.

"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.

"The productivity savings speak for themselves and
our clients are happy because it helps their documents
to be delivered accurately and quickly."
Chris White, IT Director

Workshare and Ashurst

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Challenge
Ashurst identified version management, document corruption, and document security as issues that compromised the integrity of their documents. In order to guarantee a high standard of client service they needed to address the challenges in order to improve the integrity of their documents.

Solution
Workshare was introduced to 1,500 employees worldwide. The software has benefited every document user, prevented document corruption and reduced document duplication resulting in improved storage redundancy.

Results
The ability to deliver complex documents and speed up document review cycles has paid clear dividends on the initial investment. And by eliminating security risks and driving improvements in document production workflow Ashurst is able to provide better client service.

"The product is entirely robust and adds considerable value to our business through ensuring efficiency, accuracy and compliance".
Jakob Hermansen, Risk Manager, BankInvest.

Workshare and BankInvest

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Challenge
Personnel at BankInvest were often involved required to make multiple comments on complex agreements and contracts requiring. It had become very difficult to control the many versions in circulation and to track the changes made to highly sensitive documents. The process was heavily reliant on the accuracy and diligence of the personnel involved and was labour-intensive, time-consuming and fallible.

Solution
BankInvest deployed Workshare Professional to simplify these processes enabling contributors to concentrate on the quality of their input and not dilute their focus by worrying about version numbers, track changes or the risk of hidden data. BankInvest are now able to provide even higher levels of security to their sensitive documents, control access and printing right, and prevent documents from being sent to inappropriate destinations.

Results
The Controlling Department where Workshare Professional is deployed is protected from potentially harmful metadata, and overall the manual processes previously employed in the document management cycle have been vastly reduced resulting in considerably higher productivity.

Workshare will dramatically improve the way our
attorneys, staff, and clients work together on documents.”
Craig Courter, CIO, Baker & McKenzie

Workshare and Baker & McKenzie

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Challenge
Baker & McKenzie needed a way to streamline the process of creating and reviewing legal documents and contracts. In addition, they faced challenges with document integrity including corruption and security.

Solution
Workshare for document integrity, provided increased productivity while solving document review, corruption, and security challenges. Document validation flags any changes against the author’s original text, version coordination allows the author to accept or reject any of those changes, and document security has reduced the chance of sending sensitive data to the wrong party.

Results
Baker & McKenzie saves thousands of hours resulting in a 663% return on investment. The firm’s secretarial and paralegal staff saves half an hour a day through better collaboration with document reviewers, reduced review cycles and a faster document production process. The IT staff saves approximately one hour a week that was previously spent rectifying document problems.

"We are creating competitive advantages...improved client service, reduction in risk and reduced frustration levels amongst our staff ”
Derek Brooks, IT Director, Manches

Workshare and Manches

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Challenge
On average, Manches employees edit and review 10,000 legal documents each week and create another 5,000 documents from scratch. Manches needed version coordination, document validation and document security in order to work on large volumes of documents from multiple authors, in multiple Microsoft Word formats, via e-mail.

Solution
Workshare replaced tedious and cumbersome manual working practices. Manches professionals are now able to automatically manage many revisions, making it easier and faster to incorporate suggested changes from other people. Workshare will allow Manches to prevent documents from crashing during the review cycle, as well as automatically protecting them from inadvertently disclosing sensitive information hidden in their documents.

Results
Workshare improved Manches’ business document production process. Workshare automates the document review process and improves the quality of support Manches’ clients receive.

"Workshare is a simple, intuitive application that is easy to use.”
Jason Melotte, Head of IT, Shadbolt & Co.

Workshare and Manches

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Challenge
Shadbolt & Co needed a document solution that reduced document corruption, enforced document security and increased document contributors productivity.

Solution
Workshare improved the integrity of Shadbolt & Co documents by eliminating document corruption, ensuring document security and improving the review process.

Results
Shadbolt & Co utilized Workshare to increase productivity and ultimately improve the service they provide to their clients. Employees are now able to work faster, ensure the integrity of their documents and deliver documents on time.