Using Service Provider Tools to Maximize Transaction Efficiency
Presented by Nelson Coombs, Senior Business Development Specialist
Dye & Durham Corporation
Where do we use legal technology?
 Productivity & communications
 Research & records management
 Cost recovery & file management
 Search and registration
service provider (SP)
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The evolution of law office automation
 Typewriter computer
 Faxing e-mailing online mobile
 Turnaround time , accuracy 
Where are we now?
 Process and information aggregation
 Application Programming Interfaces (APIs)
 Automated data transposition
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Three areas where your SP can help:
 Conducting search and
registration transactions
 Transaction information
management (pre- & post-)
 Cost recovery
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The service provider value matrix
Process and information
aggregation
Application Programming
Interfaces (APIs)
Automated data
transposition
• Searching multiple names
Conducting search
• Searching multiple sources
and registration
• Search and registration in
transactions
multiple jurisdictions
• Corporate Records Mgmt.
software integration
• E-filing/e-reg in multiple
jurisidictions
• Search result summarization
Transaction
information
management
• Preparing search quotes
• Printing, saving, sending
transaction results
• Information sharing
between SP applications
• Tickler systems
• Re-using current or
historical transaction data
• Transaction templates
Cost recovery
• Single point collection of
transaction cost data
• Customizable document
generation
• Transfer of transaction cost data to
your firm’s cost recovery software
Debunking service provider myth #1
 MYTH: By using multiple service
providers/sources I use the lowest priced
services from each (or govt sites that don’t
charge a service fee) and save the firm and our
clients money
 FACT: Using multiple sources/service
providers increases administrative cost to firm
and increases processing time of transactions,
reducing time value to client
 CONCLUSION: Put all your eggs in one
basket. (Still have a back-up basket).
Debunking service provider myth #2
 MYTH: If I become too efficient, my service
provider will replace me
 FACT: Automating low value tasks frees up
your high value time to spend on high value
tasks, making you more valuable to firm and to
clients. Besides, you know your lawyers best!
 CONCLUSION: Make sure you are always in
Time : Value equilibrium
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What is the Time : Value equilibrium?
billable time
cannot be easily automated
 Low Value Time : Low Value Tasks
unbillable time

can easily be automated
 High Value Time : Low Value Tasks
billable time

can easily be automated

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 High Value Time : High Value Tasks
The service provider value matrix
Process and information
aggregation
Application Programming
Interfaces (APIs)
Automated data
transposition
• Searching multiple names
Conducting search
• Searching multiple sources
and registration
• Search and registration in
transactions
multiple jurisdictions
• Corporate Records Mgmt.
software integration
• E-filing/e-reg in multiple
jurisidictions
• Search result summarization
Transaction
information
management
• Preparing search quotes
• Printing, saving, sending
transaction results
• Information sharing
between SP applications
• Tickler systems
• Re-using current or
historical transaction data
• Transaction templates
Cost recovery
• Single point collection of
transaction cost data
• Customizable document
generation
• Transfer of transaction cost data to
your firm’s cost recovery software
Aggregation in search & registration transactions
Search/reg one or more names and/or jurs.
Select one or more of same or diff reports
FEATURES TO LOOK FOR:
 Ability to save and send draft of request
showing fees, manage, and disseminate
multiple documents/results in the less time
 Eliminate dropped, missed, & late
disbursements that would otherwise fall into
the…
Examples of APIs in search and registration processes
FEATURES TO LOOK FOR:
 Does your corporate database or CRM offer
service provider connectivity?
 Is connectivity fully or partially integrated?
 Can you create and save multiple or unlimited
templates for quick use when you need them?
 How many jurisdictions offer automated efiling/e-reg?
Search and registration data transposition
 PPSA and due diligence summaries
Customizable (e.g. PPSA reg) drafts
Debtor notification letters
FEATURES TO LOOK FOR
 Are summaries completely or partially
automated?
 Can summaries, drafts, and DNLs be
customized to your firm’s specific needs?
Transaction information aggregation
FEATURES TO LOOK FOR
 Can I access stored information quickly &
easily (e.g. quotes, templates, frequently used
names and addresses, previous transactions)
 Print, save, and send multiple
documents/results (e.g. as webpage PDF)
 Can my service provider capture all
transaction data my accounting department
needs for cost recovery?
APIs are at work within your service provider
 FEATURES TO LOOK FOR
 Do SP applications work together to help me
increase efficiency?
(e.g. NUANS to Articles to IR to Minute Book)
 Reminders for registrations that expire
(e.g. business name registrations)
 Customizable ticker lists
(e.g. expiring PPSA registrations)
Account data transposition (not results)
FEATURES TO LOOK FOR
 Ability to create unlimited drafts that don’t
expire
Ability to call up any previously completed
search or filing done
 Ability to save an unlimited number of
registration templates
In summary, your SP should help you…
 Prepare transactions of any size minimizing
effort duplication AMAP
 Access stored information quickly & easily (e.g.
quotes, templates, frequently used names and
addresses, previous transactions
 Retrieve, manage, and disseminate multiple
documents/results in the less time (e.g. as single
webpage PDF)
 Eliminate dropped, missed, & late
disbursements that would otherwise fall into the
> disbursement chasm <
What is the ‘Disbursement Chasm’? How do I avoid it?
Transactions
completed for
client
THE
DISBURSEMENT
CHASM
The client-transaction process
Accounts
payable,
e.g. supplier
invoices
Considering what we just talked about… A or B?
PROCESS ‘A’
•Use several govt sites, providers, suppliers, agents,
etc. to conduct searches, filings
•Requests sent/received by different media:
online, e-mail, fax
•Close matter, bill client
> The disbursement chasm <
•Firm receives credit card and supplier statements,
invoices – manual reconciliation required
Start to end: days to weeks
PROCESS ‘B’
•Use as few search & filing sources as possible
•Get results from one source, allowing me to easily
download/save files in my preferred order/format
•Disbursement information is automatically
transferred to my firm’s accounting software
•Close matter, bill client – all disbursements
included
Start to end: minutes / hours / 1-2 days
Thank you for your time! Questions?
Nelson Coombs
nelson.coombs@dyedurham.com
Mobile: 647-224-7454