P2P

37 I L T A N E T . O R G that a file attachment is confidential, the firm has no control over the document and there is nothing to stop someone from sharing that file and it makes no difference when that happens due to someone making an honest mistake. • You increase security risks Sending document by email attachment means storing the same file on multiple devices; on the computer's local hard drive, in an Outlook Sent Items folder, in all the recipients' Inboxes, on all their computers, on Exchange email servers and more. Even if all parties take every precaution to keep the file confidential, the file itself becomes more vulnerable to cyber-attacks. • Wrong recipient Sending an email attachment with sensitive information to the wrong person, i.e., 'wrong recipient' threat, has caused more damages than data breaches themselves. A best practice digital mailroom operation is the answer because it delivers documents not as email attachments but directly into the firm's document management system where sensitive client information can be properly secured and governed. Most firm's existing scanning systems are not suited for this. The typical scan-to-email approaches are short- sighted and, in many ways, dangerous. The modern mailroom is digital by design. A digital mailroom utilizes intelligent, asynchronous processes to enable clerical operators to work efficiently and securely. It delivers the daily mail, including your client's sensitive documents, into the document management system. A best practice digital records room operates in a similar fashion because it facilitates a digitization project for scanning large volumes of physical records and storing them in the digital management system. Attorneys: Mail Notifications Implementing a best practice digital mailroom gives attorneys and legal staff assurance that their inbound mail, such as sensitive client information, gets processed into the DMS as securely and efficiently as possible. It negates all the risks that manifest from sending documents as conventional email attachments and this helps attorneys focus their time on the practice of law. From the perspective of attorneys and legal administrative assistants, the most critical element of digital mail is the inbound email message that confirms when new mail gets delivered to them digitally into the document management system. This email message needs to be fast, informative, and immediately actionable when "The typical scan-to-email approaches are short-sighted and, in many ways, dangerous."

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