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Rethinking secure document transmission

Law firms and property managers are discovering Lexop's certified email platform is ideal for quickly and securely delivering sensitive documents,  says its co-founder Jean-Olivier Bouchard.

Lexop uses real-time tracking so the sender knows when the message was sent, received, opened and downloaded, he tells AdvocateDaily.com.

That's followed with an electronic proof of service of the documents, which is compliant in almost all of the jurisdictions in Canada and the U.S., Bouchard says.

And the data and information in those documents — whether Canadian or American — is stored securely in Canadian-based servers, he says.

Bouchard, a digital marketing specialist, says he and former IT lawyer and CEO Amir Tajkarimi founded Lexop about four years ago and the firm is currently growing at a rate of about 20 per cent per month.

Part of that growth includes creating accounts for 13,000 realtors in Quebec, he says. The software can adapt to the needs of a firm, whether legal or property management, Bouchard says.

Lexop has been used to deliver more than 12 million pages of documents in the past 18 months, and the company is now aggressively expanding its service south of the border, he says.

The software replaces human process servers, couriers, faxes and registered mail, allowing legal and property management firms to safely and quickly receive and send important documents through email, Bouchard says.

He says the software, which can be customized to suit the needs of both solo practitioners and multi-national law firms, is regularly updated based on client feedback.

"We know lawyers love Outlook and the software has an Outlook plug-in so they don't have to go outside that portal," Bouchard says.

A key feature is certified email, which provides legal proof of receipt of the content and the exact time of the correspondence, he adds.

"The proof of the delivery protects the sender in case of any subsequent dispute about when something was sent, or whether it was received," he says. "When you send documents to someone, you get proof they received it, so they can't later say in court they never got your email."

Bouchard says the confirmation is court admissible, and notes the firm's platform is compliant in 95 per cent of the jurisdictions in Canada and the U.S., including the larger areas such as California, New York, Illinois, Ontario, Quebec and British Columbia.

Consent is another important feature of the platform, which allows the sender to share important documents with others, similar to the "I agree" function when adding or updating software, he says.

"Instead of getting a signature, it allows people to just click and it's as valid as a signature," Bouchard says. "Not many people know that a simple click is just as valid as traditional ink."

He says the purpose of certified email sharing allows for live tracking of document delivery and consent.

"This means you can be alerted as soon as the communication is received, read, replied to, whether an attachment has been downloaded or a requested document has been uploaded," Bouchard says.

Lexop was first introduced to the legal profession, but soon after it was unveiled, property managers sought it out "because we have a solution that saves them time," he says.

Security is a common concern among clients, and Bouchard says everything on the Lexop platform is encrypted and goes through an https funnel.

"All the data and all the documents are stored in Canada, so the U.S. Patriot Act doesn't apply," he says. Data stored on servers in the U.S. are subject to scrutiny under the Act, even if the information was Canadian and about Canadians.

"Another benefit of our product is that it is cloud-based, so it is accessible from anywhere, and requires no installation," he says. The learning curve to use the Lexop is almost non-existent and there is chat support seven days a week, Bouchard says.

Lexop allows for the easy transfer of massive documents between firms, he says. The process is as simple as sending "a request by email and you drag and drop the documents and I receive them in my Lexop file, all organized."

Using regular email, Bouchard says multiple messages would be required to send large documents, but that’s not the case with Lexop.

"The documents themselves are not attached to the email,” he says. “They are part of a link that’s sent to the recipient."

The platform also has a fail-safe function that alerts the sender in the rare instance the message ends up in a spam filter, he says.

"Sometimes it happens, but it is so minimal because we control the format of the email and it normally goes through without any issues."

Clients have also noted that the platform is environmentally friendly, allowing them to reduce, if not eliminate paper, mail and couriers, Bouchard says.

"It helps them move towards a more efficient legal practice," he says. "We know this is top of mind these days because lawyers have to rethink how they do business.

"The client now doesn't want to be charged for paper and printing fees," he says. "Where there are solutions to avoid that, lawyers have to turn to them."

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