Modern Law Magazine Issue 67

FORUM
What are some ways conveyancers
can encourage clients to opt for
digital documentation and signatures
to minimise printing and mailing?
Mike: Conveyancers can encourage clients to opt for digital
documentation and signatures to minimise printing and mailing in
several ways. Firstly, they can emphasise the convenience and timesaving
benefits of digital transactions, highlighting how it expedites
the process and reduces paperwork. Secondly, they can assure clients
of the security and legality of digital signatures, explaining the robust
encryption and authentication measures in place. Offering step-bystep
guidance on how to electronically sign documents can streamline
the process for clients who may be unfamiliar with it. Furthermore,
Conveyancers can discuss the environmental impact and cost savings
associated with reduced paper usage and postage. By educating
clients about the practical advantages and environmental benefits
of being digital, Conveyancers can encourage Client to adopt these
efficient, eco-friendly practices as a way of life.
David: I mentioned Docusign and similar digital agreement
formats already, but ensuring that all searches, maps and
supporting documentation is collated, inputted and stored and
then subsequently signed by all relevant parties electronically saves
on paper, postage, time - and it enables all stakeholders to receive
the same information and status updates at the same time.
Some clients may be reluctant initially to use these new formats,
but there is a new generation of homebuyers and business owners
who are digital natives and the shift to full digitisation is only a
matter of time. Those firms that adapt now can manage costs, be
more efficient, reducing the time for unnecessary manual tasks
and free up the opportunity to focus on the client.
Paul: Digital signatures and documentation can save a lot of time
and cost as well as protecting both the conveyancer and the clients
which supports the environmental and sustainable policies of the
business. In general, the adoption of such processes is positively
received however wider adoption is needed and requires education
and understanding to be widely adopted. The use of user-friendly
tools will considerably improve the uptake from clients whilst
emphasising the security and protection that the systems afford
to clients. Clients can be concerned as to the legal validity of
electronic signatures so therefore it is helpful to be able to point to
evidence of acceptance by authorities and regulated entities.
One of the most important factors to any client in a transaction
is cost therefore the security and cost savings go hand in hand as
an encouragement to clients to adopt the processes. It may also
be possible to offer incentives to clients who utilise the digital
opportunities that you are able to offer them.
What challenges do conveyancers
face in transitioning to digital
platforms for document
management and communication?
Mike: Conveyancers encounter several challenges in
transitioning to digital platforms for document management
and communication. First and foremost, there is a learning curve
associated with adopting new technologies, which may require
training for both staff and clients. Ensuring that all parties
involved in a transaction are willing and able to adapt to digital
processes can be a challenge. Integrating digital solutions into
existing workflows and systems can also be complex and timeconsuming.
The cost of implementing and maintaining digital
platforms can be a significant hurdle for smaller conveyancing
firms. Technical issues, such as software glitches or network
failures, may disrupt operations and potentially lead to delays in
property transactions. Despite these obstacles, the benefits of
transitioning to digital platforms, including increased efficiency,
reduced environmental impact, and improved client service, make
it a worthwhile venture for Conveyancers.
Thomas: To understand the challenges Conveyancers, face here,
perhaps it’s prudent to first consider the key driver for considering
a transition to digital platforms for document management and
communication.
Digital platforms remove historic accessibility and communication
barriers. Documents can be stored in the cloud, making it possible
to collaborate on them in real time with colleagues, clients and
other third parties, virtually from any place with internet access.
Digital solutions also facilitate ease of sharing and transparent
communication exchange. This promotes effective stakeholder
engagement and significantly reduces transaction times.
However, this ease of access brings in a number of risks associated
with data security. Conveyancers are commonly targeted by cyber
criminals, and it has never been more challenging for law firms
to ensure their systems and cybersecurity measures are robust
enough to sustain a sophisticated attack that may compromise
their clients’ data.
At tmgroup, we strive to make it easier for conveyancers to use
our digital platforms by securely integrating our services with other
existing systems law firms use. Our latest integration with iManage
Work 10, one of the leading secure document management
systems, as well as our ISO27001 accreditation, are a testament
to our unconditional commitment for ensuring security of our
customers’ data.
Requesting feedback can be a useful way of providing reassurance
to clients that not only do the systems work but they are also
popular and effective.
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