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OutSec Legal Offers Workflow Flexibility for Law Firms and Legal Practices

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At OutSec Legal, we recognise that every legal practice has its own systems, processes and preferred ways of working. We therefore believe that your legal transcription service should fit around your practice, rather than requiring you to change the way you work.

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OutSec Legal provides a flexible approach to legal transcription, allowing clients to use our own FileManager platform and mobile app, integrate directly with their existing case management systems, or continue using established third-party dictation technology.

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This flexibility means that OutSec Legal can support a wide range of working environments, from firms looking for a complete transcription workflow through to those that simply want their completed documents to be delivered directly into their existing systems.

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Our approach is designed to make the transition to, or continued use of, an outsourced legal transcription service as straightforward as possible, while allowing our clients to retain the systems and processes that work best for their practice.

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What Workflow Options Does OutSec Legal Provide?

 

OutSec Legal provides a number of different ways for clients to submit, manage and receive transcription work.

 

These include:

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​OutSec FileManager and our OutSec| Crystal Clara dictation app.

 

Clients can use our proprietary FileManager platform and mobile app, providing end-to-end file tracking, secure upload and return of completed files to your app or desktop.  Clients usually provide us with a bank of precedents and templates.

 

Direct Case Management or Practice Management Integration

 

This allows OutSec Legal to type directly into a range of major UK legal case management systems. You can either record your dictation on your existing equipment or use our free app. If you want to know more, please click here.

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Third-party Dictation Compatibility

 

This allows clients to continue using existing dictation hardware and platforms where these are already established within their practice and upload these files via FileManager.  We can either type files directly into your case management or practice management system or have a bank of precedents and templates and return these securely to you via FileManager and our app.

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At OutSec Legal we can basically flex to accommodate your legal practice's needs.

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What is the OutSec FileManager Platform?

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Our proprietary FileManager platform and mobile app provide clients with a complete transcription workflow that can be used independently of external case management systems.

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FileManager is designed to provide visibility of work throughout the transcription process and includes functionality for:

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  • End-to-end file tracking

  • Secure file sharing

  • Document management

  • Mobile working

  • Management of transcription work from submission through to completion

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The mobile app also provides fee earners with a convenient way to submit dictation and manage their work while working remotely or away from the office.

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The OutSec | Crystal Clara Dictation App

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Available completely free to all OutSec Legal clients, our custom-built dictation app turns your existing smartphone or tablet into a secure, fully featured digital dictaphone and file management hub.

 

If your team already has a smartphone, they are ready to dictate.

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Broad Device Compatibility

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Designed for ultimate convenience across your firm's preferred devices, the OutSec | Crystal Clara app is available on:

 

  • Android smartphones and tablets

  • Apple iOS & iPadOS (iPhone and iPad)

  • macOS (compatible with Apple Silicon Macs featuring a built-in or external microphone)

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Eliminate Hardware & Licensing Overheads

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Unlike traditional dictation setups that require expensive proprietary equipment and ongoing vendor lock-in, OutSec Legal completely eliminates unnecessary practice costs. With our app and service, your firm enjoys:

 

  • No expensive digital dictaphones to purchase or maintain.

  • No annual dictation software licences or renewal fees.

  • No transcription modules or complex add-on packages.

  • No hidden software maintenance or subscription costs.

  • No upgrade fees,. All app updates are completely free.

  • No complex IT installations or heavy server deployments.

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Key Features of the OutSec | Crystal Clara Dictation App

 

Our dictation app is engineered specifically for legal professionals who need speed, security, and absolute control on the go:

 

  • Professional Dictation Controls: Record, pause, review, and edit dictations directly within the app, matching the exact functionality of a traditional high-end digital dictaphone.

  • Seamless Document Attachment: Securely submit dictations to OutSec Legal with the option to attach supporting documents, case templates, or legal precedents for your dedicated transcriptionist.

  • Direct File Uploads: Upload files for copy typing, proofreading, copy typing, and document formatting instantly through your mobile device.

  • Real-Time Progress Tracking: Monitor the live progress and status of your files from submission to completion.

  • Familiar File Management: Download completed documents, share files directly from the app, and organize your work using an intuitive, user-friendly file management interface.

  • Enterprise-Grade Security: Benefit from robust data protection, including one-time passcode authentication via email, alongside optional multi-factor authentication (MFA) for firms requiring enhanced security compliance.

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Can OutSec Legal Integrate with Our Existing Case Management System?

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Where clients already have an established case management system, OutSec Legal can work directly within that existing infrastructure.

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We currently support integration with a range of major UK legal case management systems, including:

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  • Proclaim

  • ALB

  • Ochresoft

  • Intelliworks

  • LEAP

  • Visualfiles

  • and others.

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This allows completed documents to be delivered directly into the client's existing workflow, reducing the need for additional administration or manual transfer of documents.

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Our objective is to make OutSec Legal a natural part of the systems and processes that a firm already uses.

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Can We Continue Using Our Existing Dictation Technology?

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We recognise that many legal practices have already invested in dictation hardware and software and may not want to replace established technology simply to use an external transcription provider.

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OutSec Legal can accept files from and work with a range of established third-party dictation platforms and technologies, including:

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  • BigHand

  • Dictamen

  • Olympus ODMS

  • Philips SpeechWrite

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This allows firms to retain their existing dictation arrangements while benefiting from the experience and flexibility of the OutSec Legal transcription service.

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What Does This Mean for OutSec Clients?​

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Our approach is designed to give clients flexibility in how they use our legal transcription services.

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Whether a firm chooses to use the OutSec FileManager platform, integrate directly with its existing case management system, or continue using established dictation technology, our aim is to fit into the firm's existing working practices.

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We recognise that changing established systems and processes can create unnecessary disruption. For this reason, we believe your legal transcription service should adapt to your practice, rather than your practice having to adapt to your transcription service.

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By combining flexible technology with dedicated, experienced UK legal secretaries and straightforward pay-as-you-go pricing, OutSec Legal provides a legal transcription service designed around the needs of modern legal practices.

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Our objective is simple: to make legal transcription a seamless part of the way your firm works.

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