3) Keeping informed
Legal research software companies make it their business to stay informed on the key developments in privacy compliance, including regulator decisions, regulator guidelines, court cases, bills, and legislative changes. They are then able to pass this current information gleaned from privacy news feeds and law firm communications over to the user.
4) Advising stakeholders and informing others
One of the responsibilities of the privacy office is to inform others within the organization of their compliance responsibilities on an ongoing basis. Legal research software enables the privacy office to quickly respond to business requests with up-to-date information.
The two delivery methods of legal research software information
Within a legal research software platform, the privacy office can access information in one of two ways:
1) On-demand knowledge
Solutions with on-demand knowledge provide the ability to search and find specific information when required. Additional functionality may include pre-packaged research such as comprehensive comparative legal charts and maps.
When choosing a vendor, be sure to investigate the following:
- Their research department: They’ll need to have a dedicated team of privacy professionals to conduct the ongoing research and have proven methodology for analysis.
- How they analyze legislation: Make sure that they provide both provisional and summary breakdowns.
- Links: Research should provide the links to relevant court documents and provisions of law to ensure a quick lookup.
- Language: If your primary language is English, make sure that the provider translates source documents written in other languages into one that you understand.
2) Push knowledge
Solutions with push knowledge provide information customized to arrive in the form of a daily relevant compliance alert, a monthly report, or an updated chart.
When choosing a vendor, be sure to evaluate the following factors:
- Customization: Good legal research software will provide the ability to customize push alerts to the individual receiving them. In this way, the information being delivered will provide all the relevant information that the individual needs, and no excess information that is irrelevant to their role.
- Licensing: Push knowledge should provide the ability to freely inform others. Review the terms and conditions of the licensing carefully to make sure that it can be shared as needed.
Crafting a business case for legal research software
Three key factors that should spur the decision to procure a legal research software solution are compliance, risk, and accountability.
Compliance is an ongoing process, requiring the discovery of legal obligations and regulatory expectations on an ongoing basis. As obligations and expectations change, the privacy office will need to remain informed, so that they can inform others throughout the organization. For both existing and new data processing operations, legal research software can make this goal a reality.
There are many risks that good legal research software can help to mitigate. These include not only the risk of non-compliance (including penalties), but also the risk to affected data subjects, and the risk of violating contracts with third-party processors.
Legal research software demonstrates to management, auditors, and regulators that the privacy office is monitoring compliance obligations on an ongoing basis. Its use demonstrates that timely advice is being offered to the business, and that the privacy office is continually updating policies and procedures.
Two additional categories of privacy compliance software
In parts two and three of this series, we will take a closer look at the remaining two categories of privacy compliance software: Privacy office support software and privacy management software.
For more information on how to choose the right privacy compliance software solution for your organization, download Nymity’s 2018 Privacy Compliance Software Buyer’s Guide.