How to send case files to clients more securely

One way in which Quill clients can tighten up security is through Interactive’s casebook feature. Casebook is a tool for publishing files for clients to view via a secure, password-protected web page. It’s a safer alternative to the traditional print-and-post method and even the increasingly popular attach-and-email option, both of which can, with cunning criminal intervention, fall into the wrong hands.

The challenge:

Marilyn Regan of Latitude Law explains why the practice uses casebook for sending case-related documentation to clients: “Every matter is confidential. Some are more sensitive than others. They all require careful handling to keep them safe from the prying eyes of those with criminal intent.

“We find that the best way to share files with our clients – and strictly no one else – is through casebook.”

The solution:

In a matter of just a few mouse clicks, Interactive users can upload documents for publishing, generate a unique password and advise the client of their personalised access details to log in and download accordingly.

“Casebook couldn’t be any more straightforward”, adds Marilyn. “We only needed to be shown how it works once by our Quill trainer to become proficient in the mechanics of casebook. We now ask our clients upfront if they’d like to use casebook. It’s an integrated part of our sign-up process. Thereafter we utilise throughout the live matter, right up to and including the full case file upon completion.”

Commenting on the other benefits of casebook, aside from its obvious risk management advantages, Marilyn concludes: “Casebook’s results are immediate. Our clients value the responsive, efficient service which we’re able to provide which means they’re highly likely to bring repeat business our way in the future.

“From our point of view, we’re saving masses of time. Printing, collating and posting colossal piles of paperwork is vastly time consuming. Plus postal delays can hold things up further still. And when there’s the cost to print, in terms of paper and cartridges, with postal charges on top, casebook allows more economical and productive use of our resources – both human and material.”

The future:

Here’s how to use casebook in 4-easy steps…

Step 1: When hooked onto a matter, go to ‘Matters’ in the top blue toolbar and select the ‘Audit’ drop down.

Step 2: From the case documents list presented, tick the boxes in the right hand ‘Publish’ column accordingly and click ‘Save Changes’ at the bottom of the screen.

Step 3: Next, go to ‘Documents’ in the top blue toolbar and select the ‘Publish to Casebook’ drop down.

Step 4: Finally, hit the ‘Grant Guest Access’ button to send an email containing the link and password to your contact.  This will automatically save the email to your case history for future reference. From this same screen, you can also copy the link and password to email to a different contact; generate a new password (if lost or forgotten) using the ‘Regenerate Password’ button; and stop your contact accessing casebook via the ‘Revoke Guest Access’ button.