Handling FOIA requests without an FOIA software is impossible. So you probably have some FOIA software running in your agency. But, for Federal agencies ‘some FOIA software solution’ is not enough. Nowadays, when working with sensitive data, security must come first.
As an established company in the ECM and Case Management industry, we’re painfully aware of the security threats and how important data security really is for government agencies.
The good news about us all is that the National Institute of Standards and Technology initiated the development of FedRAMP. Companies that build FOIA solutions have to adhere to FedRAMP. On the other hand, agencies have to use a FedRAMP Compliant FOIA Software Solution.
What Is FedRAMP Compliance And Why Is It Important?
The Federal Risk and Authorization Management Program, or FedRAMP, is basically a standardized approach by which the U.S Government determines whether a cloud computing product is secure enough to be used by Federal agencies.
Choosing a FedRAMP Compliant FOIA Software Solution guarantees security and protection of Governmental data. The existence of such a program significantly reduces the burden FOIA Agencies carry every day.
Before FedRAMP, Federal agencies dealing with FOIA had to manage their own security assessment methodologies following the guidance of the Federal Information Security Management Act of 2002 (FISMA).
Today, with FedRAMP, this is much easier. Now, when buying an FOIA Software Solution, FOIA agencies use FedRAMP as a guideline. Most of the times, this boils down to a simple Google search for “FedRAMP Compliant FOIA Software Solutions.”
This guideline is developed in a form of a Security Assessment Framework which includes 4 stages:
- Continuous Monitoring
As directed by OBM, FOIA agencies must use FedRAMP Security Assessment Framework when assessing the security of an FOIA Software Solution they want to use.
The framework does not only guarantee the security and protection of Governmental data but it also saves time, money, and staff required for these security assessments. As such, FedRAMP Compliant FOIA Software Solutions by default are a guarantee that no FOIA-related record will ever be handled by a non-compliant software.
Over the years, Armedia has developed an FOIA software module as an add-on to ArkCase. We did this because clients are always on the lookout for a cost-effective FOIA solution. And, as ArkCase is an open-source case management system that has Alfresco in its technology stack, it was a no-brainer. Just recently, we took this module and contributed it to the ArkCase project.
Let’s cover in a bit more details why ArkCase FOIA is the place to go when looking for a FedRAMP compliant FOIA software solution.
ArkCase FOIA: Cost-Effective FedRAMP Compliant FOIA Software Solution
When it comes to FOIA solutions, Armedia has plenty to show for. With over 17 years in Case Management Solutions, we delivered solutions focused on increasing effectiveness and productivity while reducing the time and costs spent on processing FOIA requests.
Throughout the years we have made some collaborations with industry leaders like ArkCase, Alfresco, and AWS and developed the Armedia FOIA Software Solution based on ArkCase.
Knowing that the best and safest way of providing security among FOIA agencies is FedRAMP Compliance, the ArkCase FOIA Software solution is built to meet all the FedRAMP requirements.
This cost-effective FOIA Software Solution has gone through all of the stages that the FedRAMP program requires and now it is one of the few FedRAMP Compliant FOIA applications out there.
Here are just a few key features we built into the ArkCase FOIA solution:
- Automation of the Entire Process. Managing a massive number of FOIA requests on a daily basis is one of the largest problems for FOIA agencies. To help reduce backlogs, ArkCase FOIA is a fully automated and easy-to-use
From FOIA request submission to delivery of the requested information, ArkCase FOIA will make sure everything goes fast, smooth, and automatic. No more piles of paper. No more delays. No more unsatisfied citizens.
- Pre-Configured Workflows. Once the request is submitted, it is safely stored and enrolled in a pre-configured workflow. These workflows use a standard format which makes the whole process much easier for the employees.
With the ‘multi-track and automatic status update’ feature, each employee will always know when and what they are expected to do. This makes FOIA processing much simpler, easier, and faster.
- Data Storage and Access to Records. As a cloud-based FOIA Software, ArkCase FOIA stores and maintains all the records and correspondence related to each request according to the National Archives and Records Administration (NARA) rules.
This allows FOIA agencies secure access to data from anywhere in the world on any device that has an internet connection.
- One Interface for Communication. Unlike most FOIA Software Solutions, the ArkCase FOIA uses one interface for communication for both internal and external use. This feature allows easy and fast communication between departments, agencies, and other institutions but, also for communication with citizens.
- Online Submission of Requests. The ArkCase FOIA Software solution allows online submission of requests. This means that citizens can easily request for disclosure of Government information from their homes.
All of these features, together with the FedRAMP Compliance, make the ArkCase FOIA Software Solution a reliable, secure, and scalable solution. And most importantly, this is a cost-effective FOIA software solution.
The safety of Government data is not something people should take lightly. We recognize this problem and our experienced team in Armedia always gives 100% in delivering the best solutions for you.
We do care about your needs and the needs of your users and that is why we put so much effort into developing a FedRAMP compliant FOIA software solution. The added benefit is that agencies who look for ways to save money should look for open-source, cost-effective solutions.
If you want to find out more about the ArkCase FOIA Software solution, or you have some unanswered questing, feel free to contact us.
And don’t forget to share this blog post on your social media platforms so your colleagues could also find out about the benefits of our FOIA solution.
Armedia, LLC, an industry leader in enabling businesses and service providers to transform their operations and deliver Information Technology as a service, today announced that the company has been certified as a Veteran-Friendly Business Enterprise (VBE).
Combining unparalleled experience, comprehensive capabilities across all industries and business functions, and extensive research on the world’s most successful companies, Armedia collaborates with clients to help them become high-performance businesses and governments.
Armedia works with organizations across multiple vertical industries, in the public and private sectors, ranging in size from startups to the Fortune Global 500. Our customers include public-sector agencies, banks, and other financial services firms, manufacturers, healthcare and life sciences organizations, airlines and transportation companies, and educational institutions.
Deep domain expertise with a variety of technology platforms, strong partnerships with the world’s leading vendors, dedicated industry expertise and a broad solutions portfolio differentiates our firm. We use small, expert project teams that deliver high-value, measurable results by working collaboratively with clients through a user-centered, technology-based and business-driven solution methodology. We believe this approach enhances return-on-investment for our clients by significantly reducing the time and risk associated with designing and implementing business and technology solutions.
For any additional information, don’t hesitate to contact us.
In the Case Management world, automation is not an unknown word. On the contrary, in Case Management, automation and digitalization have been a hot topic for the last few decades.
From classification to automated workflows, automation has been present in the world of large organizations. But, the one thing that has always been a problem in Case Management, and unfortunately, still seems to bother large organizations is paper-based documents.
In today’s world of Case Management where data access, security, and efficiency are crucial, many large organizations realize the importance of deriving value from data TRAPPED in paper-based documents.
According to a report by Wise, 4 out of 5 organizations say that they are trying to cut down the use of paper. Nearly a third of them place larger orders of paper than they did 5 years ago. And only 18 percent of organizations declare themselves as entirely paperless.
Numbers that won’t put a smile on any faces outside the paper production industry.
Let’s dig a bit deeper into this matter and see why paper-based documents are such a problem in the world of Case Management and how organizations can make things better.
The Case Management Problem With Paper Documents
While paper itself is not that expensive, the costs of managing paper documents could be as much as 31 times the cost of buying it.
In 2015, Corp Magazine reported that in the United States, organizations spend on average 8 billion dollars annually on managing paper. The report explains that organizations spend an average of $20 to file a document, $120 to find a misplaced document and $220 to reproduce a lost document.
CMSWire found out that 47% of employees believe that the strongest thing preventing organizations from becoming entirely paperless is the lack of paper management.
The very nature of paper documents does not allow for large organizations to appropriately manage, access, and search through them. Reports mention a PricewaterhouseCoopers finding, that employees spend up to 50% of their time searching for information amongst piles and piles of paper documents.
This lack of paper management means delays, unsatisfied clients, wasted time, and wasted money.
Let me raise another key question here: What about paper waste? How much do companies even care? Does your company ever think about this issue?
Paper comes at a tremendous cost to our planet and we all know that. But, according to the statistics, it seems that very few cares.
Let’s take a look at some facts I found in The World Counts report:
- Recycling 1 ton of paper saves around 682.5 gallons of oil, 26,500 liters of water and 17 trees.
- It takes an average of 5 liters of water to produce one piece of A4 paper.
- Printing a Sunday edition of the New York Times requires 75,000 trees!
- Paper accounts for 25% of landfill waste and 33% of municipal waste.
- Every tree produces enough oxygen for 3 people to breathe.
- 50% of the waste of businesses is composed of paper.
- S offices use 12.1 trillion sheets of paper a year.
So, the question running through my mind is:
Why waste any more money, time, and effort on managing paper documents when instead, you can rely on the next generation tools that can make Case Management much easier, faster, and much more effective. All of this while saving the planet from destruction.
Let me expand on the answer.
New Generation Tools vs. Paper-Based Documents
The world evolves every day and new technologies emerge on the market as we speak. Thanks to this ‘new generation tools’ large organizations can now enhance productivity, provide greater access to certain types of information trapped in paper documents, and improve their preservation options.
With this ‘new generation tools’, large organizations are now capable of easily turning all paper documents into electronic forms which are easy to access, easy to search through, and easy to classify.
Basically, these tools enable organizations to save themselves from all the troubles of managing paper documents and in the meantime, save the Earth.
I am talking about digitalization.
But, what Exactly does Digitalization mean?
Digitalization, also known as digital image processing is the process of converting information into a computer-readable format. Paper documents are converted into their digital representations called digital images. These digital images can further be used in various ways, including full-text searching or editing.
This process starts by scanning the original paper document. The original paper document is then represented by a series of pixels arranged in a two-dimensional matrix called a bitmap or raster image. This image is then kept either on a network or transferred onto a variety of electronic storage media.
There are 3 ways in which paper documents can be digitalized:
- Optical Character Recognition (OCR) – This method of document image processing makes an electronic conversion of images of typed, handwritten, or printed text into machine-encoded text. These images can either be a scanned document, a photo of a document, or a scene-photo.
- Intelligent Character Recognition (ICR) – This method is an advanced version of the OCR. It allows computers to learn different fonts and styles of handwriting to improve accuracy and recognition.
- Optical Mark Recognition (OMR) – This is the fastest and most advanced technique of document image processing. It allows checkbox regions recognition on scanned images.
Scanning paper documents make them instantly available. These techniques of document image processing produce 2 types of files which have separate uses:
- Master copy. This type of copy is created with the intent of replacing the original document. These copies are files with high quality and follow recommended standards that ensure complete and secure records.
- Access copy. This type of file is a copy of the master file created with an intent to provide regular access to users. This type of copy also follows certain standards. Access copies are generally lower in quality resulting in smaller file sizes which allow for easier access.
Unlike analog data, which in the process of copying and transmitting might suffer a slight loss of quality, digital data can be copied indefinitely with absolutely no degradation.
Digitalization also increases the possibilities for using the information contained within the documents. Scanning paper documents only make them instantly available in master copies and access copies, but it also allows their further processing, managing, and maintaining.
With over a decade of digitalization experience, we at Armedia learned to rely on Ephesoft as the leading innovator in this field.
For some that are not familiar with Ephesoft, allow me a bit of time to explain who Ephesoft really is.
Why Go Digital With Ephesoft?
Ephesoft offers advanced capture solutions that help organizations run more efficiently, increase information accessibility and searchability. It allows all this by automatically classifying, separating, sorting and extracting data from scanned documents.
Here’s why Ephesoft is a safe, reliable digitalization choice:
- Ephesoft makes business-critical information available to processes and customers faster and more accurately than legacy systems.
- It’s the only document capture and extraction system to employ RESTful APIs, which makes it easy to integrate with third-party systems.
- It’s open architecture and open-source, freeing up customers from proprietary black-box technology.
- It has faster deployments when integrating with CMIS-enabled systems, including Alfresco.
- It offers classification and separation without barcodes or separator sheets.
- It has free-form Extraction – barcodes, key values, regular expressions.
- It supports TIFFs, PNGs, PDFs, DOCs, XLSs, GIFs, and JPEGs.
- It provides a platform streamlined for ease-of-use and high performance.
- It’s browser-based so you don’t have to download it to a client system.
- It provides significant data entry savings through less manual keying.
- Ephesoft has Automated Learning for documents, emails, and faxes.
- It’s Internationalized and Localized – easy to brand.
- It provides LDAP and Active Directory Integration.
This September Ephesoft released Ephesoft Transact 220.127.116.11. Besides the benefits I’ve listed above, this new and improved version takes document image processing and data classification to a whole new level.
Let’s see why.
Ephesoft Transact 18.104.22.168
“Our goal is to make enterprise content capture and data discovery from unstructured data easily accessible and meaningful for decision-makers worldwide” Ike Kavas, Founder and CEO at Ephesoft.
For this particular reason, Ephesoft released their new and improved version of Ephesoft Transact.
As you can see from the image below, Ephesoft Transact 22.214.171.124 includes 6 stages. Each of them very important and inclusive to the process.
Now let’s take a glimpse at each stage separately and see how Ephesoft Transact 126.96.36.199 work.
- Capture. The first stage of the process is data capture. Ephesoft Transact 188.8.131.52 allows multiple ways of capturing data. From scanners, content services, mobile devices, etc., to UNC folders (network folders) and so on.
- Image processing. Once the capture stage is done, the process continues with image processing. At this point in the process, documents and images are prepared for classification. This phase includes: cleaning up, rotating, improving image quality, etc.
All of this allows the resulting document to be easily identified in the third stage.
- Classification. The third stage is where the system determines the type of document. This step determines if a document is, for instance, an invoice, customer record, or any other type of file specific to the industry involved.
As an advanced document capture system, Ephesoft Transact 184.108.40.206 needs only one or two samples to learn to classify the document.
For this purpose, Ephesoft uses Machine Learning algorithms, a variety of techniques for data classification like search content, images, barcodes, and one document merging.
If the system shows low confidence in any document classification it calls upon a human operator for confirmation.
- Extraction. At this point of the process, Ephesoft Transact 220.127.116.11 identifies the metadata within documents. The reason for the existence of this stage is because metadata is very useful in organizing, finding, and feeding documents into another type of business system.
- Validation. This is a stage where Ephesoft Transact 18.104.22.168 validates the documents, in terms of a human assistance. In cases where there are some smudges, spills, blurry characters, or possibly missing fields in the document, the system alerts for manual verification and correction.
- Export & Deliver. Once all the documents are validated, they are moved to a repository or other line of business system. These documents and data can be stored either on a local server or cloud-based storage, like Alfresco, Box or SAP.
As such, the entire process of Ephesoft Transact 22.214.171.124 improves productivity, increases transactional velocity, enhances data viability, and reduces processing costs.
This new version of Ephesoft Transact includes multiple new features and improvements build on Ephesoft Transact 126.96.36.199’s functionality and flexibility.
Let’s take a look at some of them.
New Features And Improvements Of Ephesoft Transact
Ike Kavas, Founder and CEO at Ephesoft talks about these new features and improvements stating:
“Pioneering advantageous features that improve our customers’ business processes is what we do, and our latest version of Ephesoft Transact 188.8.131.52 helps achieve that customer success.”
Let’s dig deeper into each new feature:
1. (Add-on) Transact 4 Mortgage
Transact 4 Mortgage is an extension of Transact and this add-on provides 2 possible solutions:
- Standard Solution. The standard solution of Transact 4 Mortgage is capable of processing 400 loan origination document types that are already trained and configured for classification with Ephesoft Transact.
- Premium Solution. The premium solution includes over 600 loan origination document types, also, previously trained and configured for classification.
This allows the customers to save up to 2,000 hours of implementation time or approximately an 80% reduction in configuration and deployment times for an entire enterprise. Shortening the time from several months to several weeks. Customers of this add-on will enjoy improved accuracy and efficiency for much shorter time.
This add-on is also capable of grouping documents of the same document type which can be of an enormous use and save additional time.
2. (Beta) Hybrid Cloud Plugin To Ephesoft Transact 184.108.40.206
For customers that need high performance that even cluster configuration of services cannot provide, Ephesoft introduces the hybrid cloud plugin.
This hybrid plugin for Ephesoft Transact enables organizations to offload the heaviest image processing or OCR demands to the AWS cloud. Thanks to AWS and parallel cloud processing, Ephesoft Transact offers users higher scalability for high performance and peak demands.
As you can see from the image above, only the image processing/OCR happens in the cloud, while the classification and extraction happen on the Transact server.
With the beta hybrid cloud for Ephesoft Transact, you only pay for what you use. This plugin can also save you money by sparing you from adding servers, maintenance, and workers to support higher processing loads. The beta version is limited to 10,000 free images monthly in a trial capacity.
3. Swagger UI
Ephesoft believes that the best way to connect and share data is through Open APIs. For that reason, they’ve decided to make documenting APIs possible with Ephesoft Transact 220.127.116.11.
Swagger UI support allows modern, easier, self-documented Web Services for developers.
The Swagger UI support comes bundled with Transact for developers looking for standardized documentation. This integration feature provides standardized documentation of Ehpesoft’s existing traditional web service APIs.
Ephesoft uses this technology to create two advanced workflow Web Services Open APIs for both Nintex and Microsoft Flow.
These features are beneficial for both developers and non-developers by allowing them to classify documents and extract information via a simple Web Services interface.
“Users can now quickly add document capture functions to applications, removing the need for manual data entry or human intervention and increasing efficiency, accuracy and time savings.” says on the official site of Ephesoft.
4. Microsoft Exchange Header Support (Enhancement)
In Ephesoft Transact 18.104.22.168, MS Exchange was introduced only for MS Exchange on the cloud. Now, with Ephesoft Transact 22.214.171.124, MS Exchange includes header support and ingestion of documents for an on-premise environment. This makes the Microsoft Exchange Header Support feature available for support on both on-premise and cloud platforms.
Users can now configure the email headers (Subject, From, To and Date) to be included in the batch.xml file when processing batches via AWS.
Adding on-premise support provides extra availability to customers and expedites processing through the system.
5. PDF/A-1b Compliance For Export
Transact has typically supported single and multi-page PDFs within the export module. From Release 126.96.36.199 to 188.8.131.52, Transact has supported PDF/A compliant PDF’s for export, but not PDF/A-1b.
Now, Ephesoft Transact 184.108.40.206 offers PDF/A-1b Compliance and supports searchable single and multi-page PDFs in both black and white as well as color.
The enhancement helps customers put in place more advanced archiving and long-term preservation of electronic documents into their repositories.
6. Fixed Form Extraction Performance Improvements
Ephesoft Transact 220.127.116.11 came out with significant performance improvements to the Fixed Form Extraction process for Windows, used for data extraction from checkboxes and signature detection.
Customers using 16 core system will see up to 70% to 80% performance improvement, and 32 core system users will see impressive improvements up to 250% to 300% performance gains.
Impressive, isn’t it?
The faster processing of pages per minute allows organizations to quickly access their data, make more informed decisions, and improve customer satisfaction.
These new features and improvements of Ephesoft Transact are changing the world of document image processing and Case Management.
Let’s Wrap Things Up
With all of the features and improvements done by Ephesoft in their newest version of Ephesoft Transact, they’ve made the existence of paper offices outdated.
All of this features contribute to creating the following benefits in the Case Management world:
- Entirely automated workflows which save time and increase productivity.
- Easy access to documents which in their paper form were difficult to locate not even search through,
- Integration with other applications which make ERP, CRM, ECM, and back-office programs document-capture-enabled,
- Cost Savings which comes with the removal of paper document management.
Protecting our customers’ best interest and always aiming towards achieving the best, our team decided that a document image processing solution like Ephesoft Transact is a must for our customers.
If you want to find out more about our collaboration with Ephesoft or about our Solutions, don’t hesitate to contact us.
What are your thoughts about digitalization? Please share them in the comments section below.
“The use of smart machines by enterprises can be transformative and disruptive. Smart machines will profoundly change the way work is done and how value is created. From dynamic pricing models and fraud detection to predictive policing and robotics, smart machines have broad applicability in all industries,” – Susan Tan, research vice president at Gartner.
Artificial intelligence (AI) is increasingly getting attention from enterprise decision makers. So, it’s not a surprise that AI use-cases are growing rapidly. According to Gartner, AI will achieve mainstream adoption by 2021, with 30% of large organizations using it.
Understanding AI and how it can be used in case management isn’t much complicated. In fact, the fear that appears in people when talking about AI comes from not knowing enough.
So let’s jump right on understanding the use of AI in Case Management.
Why AI In Case Management?
The simplest explanation is that AI is the capability of machines to learn from experience and perform specific tasks based on that knowledge.
AI can be very simple, like this example of the online chess game. But it can also be extremely complex. In any case, AI is meant to supplement, not to replace the human factor. And its knowledge can never go beyond what it has learned from humans.
As such, AI can leverage more data than the human brain could assess at any given point. From advances in data processing speeds, lower costs, big data volume, to the integration of data science into technology, AI has become the perfect assistant in Case Management.
AI and cognitive computing are set to revolutionize the ways in which large organizations store, archive, process, and extract information.
Let’s expand on this a bit more and see the top uses of AI in Case Management.
1. Automatic Processing & Data Classification
AI, or more precisely, Machine Learning, improves the processing capabilities of Case Management Systems by repeated exposure to data and actions.
This means that while the system is initially guided by a set of rules, its identification and processing capabilities continually improve.
In the case of Optical Character Recognition (OCR), the use of AI helps teams digitize large amounts of documents reliably and effectively.
This use of AI in Case Management enables fully automated identification and classification of data in documents. This makes case management more effective.
2. Data Extraction
As large organizations are overwhelmed with more and more data, it becomes significant to extract the relevant data in order to accomplish a certain task.
The ability of AI to accurately read the information and understand the context from data allows for taking data extraction to an entirely new level.
This helps legal workers save a lot of time and effort that otherwise would have been spent on the same task.
3. Document Clustering
Document clustering or, grouping data together by topic without prior classification, is another process made easy by the use of AI in Case Management.
This contribution of AI in Case Management helps employees to easily use data that was recognized as related by AI.
It allows legal workers to make inferences and find similarities that otherwise would not have been possible.
4. Advanced Security
Protecting organization assets is increasingly challenging. Cyber attacks constantly loom over large organizations and perpetrators’ actions and techniques are becoming more advanced than ever. But AI comes as helping hand even here.
The use of AI in Case Management can easily help organizations to improve security and protect data.
AI in Case Management is capable of detecting sensitive data and personal identifying information and marking that data as ‘data for special handling’. This way, sensitive data gets special attention and protection.
Thanks to Machine Learning and Deep Learning, AI in Case Management can detect unusual activities and patterns, including the movement of data packets. This means that AI can protect documents by safeguarding the files themselves, and with it, further improve security alongside whitelists, blacklists, and firewalls.
Also, by using highly accurate and secure biometric techniques, like facial recognition to identify employees who have permission to access data, AI can also prevent unauthorized viewing or alteration of data.
5. Data Analytics
Another interesting benefit of AI in Case Management is AI’s potential for data analytics. Using techniques like Machine Learning, predictive analytics, and data visualization, AI can easily help large organizations to optimize all operational processes by using the collected data.
Some of the best cognitive Platforms as a Service (PaaS) on the market, such as IBM Watson and Microsoft Azure Cognitive Services use this exact technique for data analytics.
These 5 are just a few of many uses of Artificial Intelligence in Case Management. I’ve spent more time covering this topic in another blog post: AI To The Rescue: Can Future ER Units Use Face Recognition To Save People’s Lives?
For decades now, organizations relied on proprietary case management solutions with usually limited ability to be creatively helpful. Using such solutions left too many organizations to struggle with disorganized workflows, backlogs, and data breach.
All this can be easily solved with a modern AI-powered Case Management solution.
With the use of AI, Case Management becomes more flexible, more precise, and more useful in the office. Early adopters will be the first to reap the rewards.
So, how about you? Have you ever thought about using an AI-powered Case Management Solution?
If you’re interested in AI-powered Case Management solutions, don’t hesitate to contact us. And, if you have any thoughts on this topic, feel free to share them with us in the comments section below.
Legal professionals use court case videos to verify the authenticity of information and to increase the transparency of the judicial process. Lawyers, judges, and other legal personnel use these case videos as any other case-related documents. This means that these videos need to be as searchable and as available to legal professionals as any other regular Word document. Easier said than done.
Considering the fact that Courts deal with sensitive situations where real people are involved (very often in a somewhat vulnerable state), the security of these videos must be at the highest possible level. Meaning, court case videos must be stored safely, transcribed quickly and accurately, by reliable staff, and used on-time.
The Challenge of Using Traditional Transcription Services
Because of the sensitive information covered in these videos, Courts and Court workers should move away from relying on traditional transcription service providers. The more people get involved in handling sensitive data, the higher is the risk of data leakage.
There are tons of web-based transcription service providers where you upload a file, an unknown staff process it, and you have a downloadable transcript. Sounds good and easy, but this black-box approach to sensitive video transcription services leaves a lot of unanswered security questions:
- Who did the transcription?
- How good are they at keeping secrets?
- Did the file upload pass through a secured connection?
- Is the company using a secure server to store the videos?
- Did the transcript come through an encrypted connection?
- Is the video safely deleted from the vendor’s servers?
- Is there a way to ensure that nobody else will get their hands on the transcript?
This is why Courts need a closed system of handling sensitive video materials, where the recordings and transcripts aren’t directly accessed by non-court personnel.
Here’s a list of desired deliverables of such a closed, fully automated transcription system:
- This closed system would be built by components that comply with data handling safety licenses.
- The system would be almost infinitely scalable, so there is no limit to how many videos can be safely stored.
- The system would need to be extremely accurate in transcribing the videos, and have a way to add timestamps to the transcribed document.
The good news is that video storage solutions and multimedia transcription software is commercially available. Multimedia handling has been a growing industry, and the legal sector is in a position to choose.
How Amazon Is Becoming The Go-To Vendor For Video Transcription and Storage
While Amazon.com is a household brand and we buy anything from books to groceries on Amazon, the company has been on the leading edge in some very interesting technologies.
Amazon Web Services, or AWS, is a Cloud platform for hosting web applications that need vast processing power and even greater storage capacities. AWS helps companies focus on their software, while Amazon handles the server infrastructure. In a sense, software companies use Amazon’s Platform as a Service approach for building scalable solutions.
Amazon Transcribe is another service that is available on the market. Transcribe can take a multimedia file stored on an Amazon S3 server and convert a video conversation into a properly annotated and timestamped text.
Amazon AI is a result of Amazon’s huge investments in Artificial Intelligence too. From the humble product recommendation feature on Amazon.com, they’ve come a long way. Combining AI and their Transcribe service, users can even use subject matter related dictionaries, so that Amazon can have a sample of words probably used in the video. This increases the transcription accuracy and returns a close to perfect transcription.
This integration will help you derive value from your Court case videos, and make them more accessible and searchable, filed properly with names, addresses, people involved, etc.
AWS transcribe platform can help you with all of this and much more:
- The transcribe platform allows you to create your own custom vocabulary list. As legal professionals, you are aware that your vocabulary differs from the common use of language. With this feature of AWS Transcribe integrated into Armedia Legal Case Management solution, you increase the accuracy of your Court video transcription.
- With its many features, this platform can identify multiple speakers in a video content.
It can recognize up to 5 different people in the same video and offer a divided-by-speaker text, or an XML file with timestamps and labels distinguishing between speakers.
This is crucial when transcribing court case videos since attributing the transcribed text to the wrong speaker could change the course of the entire case.
- With AWS Transcribe, the transcripts of your court case videos will be almost 100% accurate and ready to use. That’s because AWS Transcribe adds needed punctuation to the text and automatically generate timestamps for each word in the transcript.
At the same time, this platform provides a confidence score which shows how confident the platform is with the transcription provided. As a user, this feature enables you to always know whether a particular line of the transcript needs alterations, and whenever necessary, you can make alterations in the text.
All these features allow AWS Transcribe to produce texts that are ready to use, without additional edits. Court case videos transcribed with AWS Transcribe are indexed properly, searchable, and very easy to work with.
But all this will be of limited help to legal workers if they can’t somehow easily integrate Amazon Transcribe into their core legal case management system. These transcripts will need to be assigned and limited to specific cases. That way, only the legal workers assigned to that case can easily access the transcriptions whenever they need them.
And this brings me to the next point.
The Armedia Legal Module For ArkCase
If you’ve followed my blogs for just a little bit, you’ll know how big we are on ArkCase. So far, we’ve built several specific solutions using ArkCase as our platform for case management.
As you may have read in other blog posts, we use ArkCase because it’s an open source case management system that integrates with all the key players: Alfresco, AWS, Ephesoft, Snowbound, MS Exchange etc.
We’ve taken this open platform and built a Legal module, turning the generic case management platform into a legal case management solution that’s very easy to use, and has almost limitless potential to accommodate your data storage needs.
The way we built the Armedia Legal Case Management solution is that we’ve added configurable workflows, forms, rules and access-level management features needed to run a Legal case. Plus, we’ve added a seamless integration with Amazon Transcribe.
Let me explain how a video transcription would work.
When you create a legal case, all the forms and workflows are set in place. Then, a legal worker with the needed access level rights can upload a video or audio recording. This multimedia material gets uploaded onto a secured S3 server. Then, once uploaded, AWS kicks in and provides the needed processing power to quickly and accurately transcribe the videos.
The end result is a neatly timestamped transcription file that you can search through just as easily as if it was a regular Word or PDF file.
In simpler words, Armedia Legal is a Legal Case Management Software solution with built-in transcription and video management. This makes our Legal Module perfect for managing and using all court case videos in a safe and secure way, without any worries about data leakage. The best thing about it is that we’re relying on Amazon’s PaaS, and you don’t have to worry about the underlying infrastructure.
Let’s Sum Up
As a legal professional, you must be concerned about the security of the data you deal with in every case. Especially court case videos.
Data leakage is something no legal body can afford. Even if there is just a tiny opportunity of risk, like the case of using traditional transcribe service providers, you’ll want to avoid it.
Using traditional transcription service providers means allowing an unknown third party to gain access to sensitive materials that can harm you or your clients.
This is why you’re better off relying on a closed system like Amazon Web Services to store, process and transcribe your legal video materials.
We’ve built the Armedia Legal Case Management solution so you can avoid the risks of data breaches, by integrating with Amazon Transcribe. It rests on ArkCase, an open source case management system that is a great platform for building cost-effective case management solutions.
If you have any questions or you want to find out more about our Legal Module, feel free to contact us or check out our Webinar.