Legal Dictation

The Evolution of Dictation

Olympus has been helping the legal profession to work more effectively and efficiently for decades. We understand your challenges, and we have the solutions.

Working within the legal profession can be challenging. Innumerable deadlines, constant pressure to do more in less time and increased competition in the marketplace all make demands on firms to cut costs and optimize resources. Many day-to-day workflows need to be reviewed and streamlined wherever possible.

Witnessing the move to digital dictation

For many years legal professionals have used dictation machines to save valuable time and enhance the quality of their work. Olympus firmly believes that the future of dictation now lies in the evolution from analogue to digital, which will bring with it even greater efficiency. Rather than recording onto a physical tape, recordings will be processed as digital audio files that can be edited and distributed over any existing IT network or via the Internet.

Digital Dictation improves your work

Wherever your business takes you, digital dictation makes it easier to edit recorded files and achieve better results in less time. For instance, text passages can be inserted into a file at precisely the right place with no need to omit any important aspect. Support staff can also access files directly for immediate transcription and distribution. Add to this your attached verbal annotations and a more efficient process is guaranteed.

Olympus expertise

Olympus Professional Dictation Systems can be tailored to fit within your existing working environment, providing workflow transparency, better utilization of resources and optimum cost efficiency. Every minute of digital dictation means a real return of investment and makes it easier for you to deliver better service to clients.

Building the case for digital dictation

Real Improvements

Speeding up the workflow and transcription process means letters and legal documents can be submitted quicker with a greatly reduced risk of missing an important deadline. Clients will spend less time waiting; cases will be closed quicker; you can take on more work and generate more turnover.

Quicker action, more transparency

With digital dictation, key information is transparent across the organization. Thanks to the benefit of quick file editing, a higher quality standard of work can be delivered in less time. Also, instead of being confined to one single tape recording, dictations are available to everyone anywhere at any time.

Higher Security

Digital dictation also improves security – and everybody knows how crucial this is today, especially in the legal profession. While tapes are almost impossible to protect against theft or unauthorized access, digital dictations can be encrypted and password protected. They are easier to store and archive too, consuming zero physical space.

The evidence speaks for itself

For good reasons, the concept of dictation has become well established as a beneficial work process. It has been used in many professions over the years as a means of saving time for highly skilled workers. However, it has only recently embraced the benefits of digital technology.

With an Olympus Professional Dictation System, you can create documents far quicker than before – and with far more flexibility. Record your dictation, transfer it as a digital file to your computer, then e-mail it to a transcription service – either in-house or external – or import it to a voice-recognition program. The document will be processed quickly and efficiently, and sent out to the recipient without delay – freeing up more time to spend with clients or dealing with pressing day to day issues.

Key benefits include:

Greater efficiency

• Ensure your team is always in sync: process and share dictations with all related team members instantly, via e-mail, network or FTP
• Possibility to integrate recordings with your legal office software applications
• Create documents faster, with less waiting time between recording and transcription
• Centralize important data quickly, to speed up the processing time of legal cases
• Priority indexing allows urgent jobs to be defined clearly and easily
  Smarter security
• Allow staff to access recordings securely from any PC on the network
• Ensure full compliance with data protection regulations
• Link recordings effortlessly to the correct case file using a barcode scanner
• Protect against unauthorized access with data encryption and biometric security

Professional dictation

• Choose from a full range of easy-to-use dictation devices and accessories − all designed to fit the professional requirements of modern legal enterprises
• Verbal annotations and comments enable perfect results first time, no more time-consuming check backs or queries
• Save time − simply place the dictation device in a docking station for automatic file processing
• Always be in control with Olympus’ sophisticated dictation management software that ensures a smooth office workflowSimple transcription
• Transcribe faster and easier − thanks to better audio quality, verbal annotations and more precise operation compared with tape transcription
• Streamline the workflow − transcribers receive notifications of new tasks, helping them to plan and prioritize
• Share digital files with multiple personnel, across multiple locations − this is a more efficient utilization of resources that is impossible with tape

Sleek administration

• Manage the overall workflow with a centralized view of job status and control of settings
• Outsource tasks to external transcription agencies or enable staff to work remotely, wherever they are