Bank Extranets: Personal Online Safe

Convenience and access are top priorities to consumers searching for products and services in the digital age. This is becoming more apparent in all facets of our economy. Not only are lawyers and accountants offering extranet access to case-specific information online, banks are also joining this movement to provide their customers secure access to an electronic safe to store important documents.

Banks are taking safety deposit boxes online. Wells Fargo vSafe^TM is the most recent bank to announce this service. Banks are betting on their reputation as trusted stewards of people’s money. Safekeeping important documents is a logical extension of the banking industry.

The advantages are huge. This means if you have important documents stored in a safety deposit box, you don’t have to drive to the bank to view them. Instead, you can access these documents from your personal computer at home. Say for instance you lose your passport while traveling overseas. With this service, you wouldn’t have to worry about getting a new one. The paperwork could be easily accessed from any internet connection in the world.

So, how does this news end up on a ConXPoint blog, a blog about a SaaS product that delivers secure access to documents and files anytime from anywhere in the world with an internet connection? Because small banks that are trying to compete with goliath banks such as Wells Fargo can use ConXPoint’s services to provide their clients the same service without a huge IT investment. In fact, ConXPoint’s service is so cost effective, banks will quickly see a return on investment through this additional customer service.

ConXPoint uses the same encryption standards that banks use for online transactions. We are a registered McAfee Hacker Safe site. Individual vaults can be established in minutes. Plus, it is easy to use. There isn’t a complicated interface to learn. Clients can begin adding files to their safe within minutes.

Banks can also implement a vault for their customers in minutes by using ConXPoint. ConXPoint’s services enable you to brand the interface so your customers see the portal to the safe as an extension of the bank’s website, and any number of customers can use the service.

For more information or discuss other ways ConXPoint services may help you economically meet your customer service priorities and cost reduction initiatives, contact us by calling 866-907-6686. The ConXPoint website offers a brief 3‐minute movie providing more information about e-signatures, document storage, and web conferencing. You can sign up to participate in a 30‐minute interactive Web presentation called “Coffee with ConXPoint.”

SaaS Product Comparison

A recent TechnoLawyer article released on March 19, 2008 provides some excellent points about how lawyers can benefit from Software as a Service (SaaS) document management solutions. Many of the advantages of SaaS mentioned in the TechnoLawyer release include:

• fast, easy access to critical documents anytime, anywhere
• lower-risk implementation than traditional software
• business continuity, universal access and client document sharing

SaaS is in its early phases of acceptance. But, as educational as this article seemed to be, it turned in to a sales pitch for NetDocuments. When it comes down to purchasing a SaaS solution, ConXPoint delivers more bang for your buck. Here are some features that ConXPoint integrates that many other SaaS products, such as NetDocuments Basic, do not.

e-Signature

ConXPoint’s SaaS solution integrates an eSignature tool to enable you to obtain signatures on contracts and agreements without removing the document from its secure encrypted environment.

Without an eSignature solution, you run into workflow blocks that require you to remove the document from a secure vault in order to print, fax or ship the document just to get it signed. Not only is this inefficient, it’s time consuming, costly and increases the risk of information leaks.

ConXPoint eliminates this inefficient unsecure process by integrating electronic signature features that enable you to host signings, acquire witness signatures, and even sequential signatures if your document needs more than one signer.

Web Conferencing

Each ConXPoint Business Center comes with a free Microsoft Live Meeting license. This enables you to meet with co-counsel and internal staff or interview clients and expert witnesses online without traveling. You can also record these meetings if you choose.

Free Consulting and Training

Although the Business Center was designed for all users at every skill level, ConXPoint doesn’t sell you a SaaS solution and then turn you loose. ConXPoint provides free training for all licensed users and free consultation on how to maximize your return on your technology investment.

Additional ConXPoint features include:

• Branded Extranet Access
• Mass Import/Export of Documents
• Project / Matter Centric Workspaces
• Multiple Storage Cabinets (if you have access to another Business Center)
• Archiving – Deletion and policies to delete and archive

For more information or discuss other ways ConXPoint services may help you economically meet your customer service priorities and cost reduction initiatives, contact us by calling 866-907-6686.  The ConXPoint web site offers a brief 3‐minute movie providing more information and an option to sign up to participate in a 30‐minute interactive Web presentation called “Coffee with ConXPoint.”

Protecting Client Privacy

Many IT security solutions have tools to help you protect a client’s privacy and better manage internal document security processes. Using client information security systems can help you reduce the risk of leaking sensitive client information or sensitive information about your business and business plans. Here are some points to consider when choosing a secure IT solution to ensure client privacy and to maintain confidentiality of your business.

E-Signature and Document Security

E-signatures eliminate the need for printing documents that contain a client’s personal information. No document management / collaboration tool that I know of has an integrated electronic signature tool other than ConXPoint. Documents pending signatures never leave ConXPoint’s encrypted environment. Instead, persons signing the document get a one-time password to gain access and sign the document in the secure environment. This means the document doesn’t have to be printed and routed through the post office or go through “many hands.”  Using eSignatures reduces the risk of information that is on the document from being seen by anyone other than the intended recipient.

Secure Communication Encryption

ConXPoint also has a secure communication tool that sends encrypted emails to other Business Center users. It’s not really intended to replace day-to-day email applications such as Outlook, but if someone is working on an important case, say a merger & acquisition or a sensitive project, then they can send encrypted emails rather than regular emails. This, I believe is also unique to ConXPoint. I’m sure there are stand-alone email encryption services, but we combine many SaaS solutions into 1 affordable SaaS solution. No other web-based document management / collaboration service that I know of includes a secure communication application.

Another thing to consider is sending attachments on emails. Not only does this clog up servers and inboxes, it may not be as secure as you think. ConXPoint has a document share tool that works similar to the esignature tool. Instead of sending documents via email, fax, or snail mail, you can share documents without removing them from their secure environment.

Internal Security

Strict, hierarchical permission levels within a document management solution is key to limit internal access to client or employee information. This means you can limit certain employees from having access to certain bits of client-specific information, while giving them full access to other information. Some people in the ConXPoint Business Center can “see all do all,” while a client may not know any other users exists other than them; it could be their own client portal or extranet. This enhances confidentiality.

Server Security Information

Our network is SAS Type II compliant. We use SSL Certificates for website identification and 128-bit encryption for data transfers between the browser and our servers. All passwords are stored as SHA1 hash and payment information is encrypted at all times using TripleDES encryption.

For more information or discuss other ways ConXPoint services may help you economically meet your customer service priorities and cost reduction initiatives, contact us by calling 866-907-6686. The ConXPoint web site offers a brief 3‐minute movie providing more information and an option to sign up to participate in a 30‐minute interactive Web presentation called “Coffee with ConXPoint.”

Why Lawyers Should Use SaaS

Software as a Service (SaaS) may not be a mainstream term to many non-technical computer users, but it is growing in popularity and is very much a legitimate alternative to enterprise software offerings. When solo and mid-sized law offices and professional practices utilize SaaS solutions, they quickly find themselves on an even playing field with their large company competitors that have huge IT budgets.

Although SaaS has been around for some time now, many small firms are slow to take advantage of this technology. One reason may be that they are comfortable in their current work routines, or they simply don’t understand the benefits of using SaaS. Here are just a few advantages of using SaaS.

Remote Access & Client Extranet

With gas prices steadily on the rise, people are opting to work from home more often. Many solo firms already operate primarily from their home offices and/or work with various partners and paralegals who work from different locations. Centralized servers are too expense to own and maintain for smaller firms. Yet, SaaS solutions such as the ConXPoint Business Center are an affordable alternative because it provides secure remote access to a collaborative workspace, a document library, and even integrates web conferencing to collaborate in real time.

The Business Center security settings also enable you to provide your clients remote access to their case-specific documentation, without seeing any other document in your library. A client extranet becomes another way to increase client satisfaction. Put yourself in your client’s shoes. If you don’t want to burn up gas fighting traffic just to meet and review and sign paperwork, nor do your clients.

As the “lawyer for lawyers,” Ben Cowgill, puts it,

“Why should a lawyer for lawyers have an extranet for his clients? Because lawyer-clients are entitled to expect total access to their files, immediate information about their cases and a seamless partnership with the attorney who serves as their counselor and advocate.”

A client extranet can do a number of things. One, it can increase non-billable revenues by charging for the service. Two, it frees up time that you would normally be using to answer client questions, such as the status of their case. Three, it creates a mechanism for your clients to provide detailed information and feedback without expending your time. It provides additional client services that sets your firm apart.

Storage, Backup, and Security

Many-a-articles have been written about storage and backup necessities. I group people into two categories, either you’ve had your computer crash and you lost all of your data or you haven’t. Those who have understand the value of backing up their data. Those who haven’t and don’t understand, well, you will probably find out one of these days.

All files stored in the ConXPoint Business Center are accessible online from your home or office computer. So, when your computer hard drive fails, your important work papers are not lost. Files stored on your ConXPoint server undergo weekly vulnerability scanning and is SAS Type II certified. On top of this, ConXPoint backs up this system to Iron Mountain for an added level of security. ConXPoint uses SSL Certificates for website identification and 128-bit encryption for data transfers between your computer browser and our servers. This means not even the 12 year old hacker next door can break in to your files.

Incorporates Your Current Technology

Many small firms may be reluctant to invest in new technology because they may feel they aren’t maximizing their current technology investment. This is a valid point. However, the ConXPoint Business Center doesn’t require that you learn how to use a wiki or some scaled-down open source tool. You can use the same software you’re using now, whether it’s Word, Excel, QuickBooks, etc. So, you don’t have to start from scratch learning how to use new software. See Technology for All Generations  blog.

These are just a few of the benefits associated with using SaaS. We would welcome an opportunity to demonstrate how easy the Business Center can work for you. For more information or discuss other ways ConXPoint services may help you economically meet your customer service priorities and cost reduction initiatives, contact us by calling 866-907-6686. The ConXPoint web site (www.conxpoint.com) offers a brief 3‐minute movie providing more information and an option to sign up to participate in a 30‐minute interactive Web presentation called “Coffee with ConXPoint.”

 

Reducing Paper in Your Business World

A recent NY Times article titled Pushing Paper Out the Door highlights the trend of moving to a “paperless office.” Although a totally paperless office may not be a realistic goal, the ConXPoint Business Center can certainly get you closer to that point, especially if you do a lot of collaborative work or if you are a professional who performs a large amount of contractual work.

The NY Times article quotes Brewster Kahle, the founder and director of the Internet Archive, saying that, “paper is no longer the master copy; the digital version is.” Although the focus of this article is on a family, many small business and professionals work from their home office, and the changing mindset of habitually printing documents is beginning to carry over into the work office.

I for one hate printers and printed documents. Printer ink is expensive and the documents usually end up in a stack on my desk, out of site and out of mind in a file drawer, or in the trash. With electronic documents, I can drag them into folders, make copies in a few brief clicks, share them instantaneously, and delete them in good conscious without adding to the landfill.

I can see how before LCD monitors became prevalent that bulky monitors were hard to read from. Those even hurt my eyes after staring at them for long periods of time. LCD monitors are easier on the eyes and are becoming more mainstream. Although electronic documents enable you to increase the font size whereas paper documents are static, the printer has yet to relinquish its grasp on how people work.

The Web Office

The ConXPoint Business Center is a web-based collaboration tool that takes your documents off of your desk, out of a dusty, space-consuming file cabinet, and into a secure online environment. This takes us to what may be the central theme of this blog, “changing the way we do business,” since ConXPoint can make it easier to manage electronic documents online and reduce paper in your business world.

Each document within the Business Center can be opened with the Document Manager. This interface enables you to save revisions, open past revisions, check out documents to prevent overlapping work, comment, edit, and add unique tracking numbers such as Bates Numbering to documents within a few clicks.

All maintenance and management of your business documents can be performed using the Document Manager, and documents never have to leave your online Business Center. As mentioned in a previous post, many documents that professionals use aren’t final until they are signed. Once a document is signed using ConXPoint’s electronic signature tool, you don’t have to scan the document back to electronic format and upload to your web office. Plus, all signers receive a copy of the signed document, but the master is locked within a secure server for authentication.

Taking the leap to a web office is not only more efficient, it saves you money, increases efficiency and your company image. However, it does require a commitment to change they way you do business. Let ConXPoint make this transition easy. Our Assisted File Transfer service can easily move your documents to your online library, and free training, free technical support, and a straightforward familiar interface makes taking the leap seamless.