Every matter you work on is created as a digital file, with the important details saved as you go. You’re likely involving multiple people inside and outside of the organization, each with varying relationships to each other, as well as plethora of documents and messages. You need to reference client and case information throughout the course of the case in legal documents, emails, court forms, and correspondence with other attorneys, but they aren’t always within reach. Now the bottleneck starts to close in on you. Where and how are you storing your documents, faxes, emails, motions etc. and more over how difficult is it to find what you want – quickly? An organized solution is called for in today’s modern legal practice to manage your Case Matter documents and communications. If collaboration is your thing, and keeping track of negotiated changes maintaining thee original plus multiple controlled versions will save the day. Oh, and you’ve just got to have controlled authorized access to your document content from just about anywhere don’t you!
Traditionally when we speak of documents in a law practice we’re referring to pleadings, discovery documents, forms, letters and emails. Email is not only the most common form of communication between parties in a legal matter, but each email can (and should) be thought of as a document. So it should go without saying that managing documents and emails is key in every practice.
The average lawyer receives over 100 work emails daily. Each one has to be addressed, dealt with and most need to be archived. And they all pile up, day after day. (By the way, Outlook is not an archive! You may be using it that way but you can’t find content quickly and it’s not a shared resource, along with a fraut of other problems too technical to get into here.) Maybe it’s your job, maybe it isn’t – but somebody’s has to be responsible for those documents. Filing emails, paper legal documents, PDF case files, attachments … can be tedious, time-consuming, and difficult to maintain. Hello, Clerks!! When your key goto person is out of the office and a client or another lawyer needs answers now … well you know sourcing the documents can be painful. If you continue to print, make duplicates, store documents in filing cabinets you’re compounding the problem.
It’s a no brainer that storing all your legal communications and documents, emails and attachments, PDF’s etc. centrally as digital documents can make your life easier. With current content, easily accessible your team can respond to client demands as needed promptly and you’ll maintain an audit trail of every activity, print, email, forward, delete … and a whole lot more. With our preferred solution, MaxxVault you’ll be able to search for any document or associated documents and right click to send an email with the document as an attachment – select which contacts from the matter file or your firm you want included in the email, and press Send!
MaxxVault integration with Microsoft Office and Outlook make document versioning and email filing headaches a thing of the past. You can easily save incoming and outgoing emails from Outlook in the digital archive so you can see all emails relating to a matter, regardless of who sent them. Automatically version Word Documents, court forms, PDFs and letters inside the same digital file folder.
MaxxVault Outlook integration turns email and attachments into neatly stored files inside the corresponding legal matter. With each email stored in the correct matter file, everyone in your firm can have access to critical case information. Your staff will feel confident knowing they have all the details they need when they need them, since emails are synced to both computers and MaxxVault phone app both IOS and Android.
Documents are a critical component of what makes your legal practice successful. With digital files, paper originals and documents copies of each matter floating around, it can be tough to find the document you need – fast! You can’t avoid the incoming paper associated with each matter, but you can control it.
Take a look to see if any of these pain points seem all too familiar to you:
- Look around you, do you see files and folders piled high that haven’t been filed yet?
- Does each person in your office have their own procedure and location for saving documents?
- Do you retrieve your own files or do you ask someone to find them for you – because you’re not sure about the filing system?
- Do you think the current filing system is either disorganized, messy and probably keeps tonnes of paper?
- Does it take you longer than you’d like to collaborate on a documents with your Associates?
- Do you even know how the current filing system works or where files are located?
- Do you believe there must be a more efficient, less costly way to get at your documents?
If any of this sounds familiar, we can put your files in an organized system fast, in fact we can even convert content you may have in an older system into an organized MaxxVault document repository that will put you on the road to a more organized and efficient office life and clients will appreciate it too.
With MaxxVault, staff members can retain the firm’s institutional knowledge. For example, your firm’s newly minted Associates can search for motions for summary judgment in order to learn quickly how to draft such a motion. You just saved time ($) and reduced reduced a new lawyers learning curve.
Contact Connectis @ 905-695-2200, we’ll perform an analysis of your working environment to see how best to implement MaxxVault so you can maximize your particular firms needs.
Relying on Post-it notes, legal pads, Excel spreadsheets, and journals are no way to run a practice these days. Your clients expect a higher level of professionalism and response that’s tough to deliver without an organized use of modern tools. Bringing in a solution doesn’t mean you’ve got to turn your practice upside down or spend a fortune to do it. Connectis provides document automation solution (Matter-Centric) for legal firms that turns your firm work smarter.
If you could streamline your firm’s access to documents, take less time doing it in a Matter – Centric system, you’d be farther ahead – MaxxVault document management to the rescue. Any communication or documents including: faxes, emails, email attachments, scanned documents, voice recording and more can be stored and easily retrieved, so that every contract, every matter, order and filing are controlled and accessible from your network or any cloud enabled device including a data connected wireless device. Of course, complete authentication control ensures only authorized staff have access to key documents. Of course there’s integration with Microsoft Word and Outlook to make the job smooth and easy to access and search for your digital content from where ever you are.
Your digitally archived MaxxVault matter files become the central storage point for all court cases. Use search phrases, words, and dates across all legal files, regardless of size or type and filter by client, date range, or specialty in seconds to find exactly what you need, fast.
Have you ever found yourself scrambling to find an email or document when a client calls unexpectedly? I bet you do!! Collecting and managing the numerous details of a legal case takes up your time and keeps you bound to paper files at the office. An unorganized inbox, desk, and computer hinder productivity and make running your practice a nightmare. Even the most organized attorneys can have a hard time keeping up with all the documents and emails they receive.
Connectis Document Automation Solutions empowers you and your staff to always have the necessary documents and emails at your fingertips, exactly when they’re needed. Our document management system, Maxxvault, to include the right features you need to make your practice run more efficiently and increase productivity.
MaxxVault provides a secure place to store your documents and emails in one easy-to-access location. We help you organize all of your important documents and emails in MaxxVault central repository within their respective client matter files so you can always find your documents in a snap.
Our document and process solutions manage many of the discrete tasks and workflows involved in a Legal Case Matter, including MaxxVault document management to control document versioning, store all your documents and communications and also automate your internal processes where approvals and routing may be required. If you’ve got documents that come into the office that need to be scanned, Connectis also provides document Capture solutions that will automatically turn a scanned image into a machine readable PDF file and read key fields of information and export the document and the read data to MaxxVault for storage and eventual retrieval. This also includes fax based originals. In fact, Connectis provides the very fax servers (FaxCore or RightFax) needed to send and receive legal documents with integration’s to MaxxVault. If you need to automate fillable PDF and HTML electronic forms with sophisticated routing rules for either internal staff or the outside world to complete, LiquidOffice process management may be right for your office.
With an integrated document solution, your process rules will be enforced (forgetting is no excuse any longer), compliance will be ensured and risks will be mitigated.
Here’s some of what you can look forward to with an integrated document solution:
- Integration with paper-based processes including image capture, digitization, and file conversion capabilities to bring all case-related content onto a common platform. This provides flexibility in transitioning existing processes into more modern data formats and removes the need for immediate paper-based process changeovers.
- Content management including tools to manage secure document access as well as encryption, records management, and support for electronic signatures when required. The ability to maintain version control and set and enforce retention and disposition policies is critical to help improve information accuracy and address regulatory and legal concerns.
- Collaboration functions that incorporate role-based access security to facilitate interaction among all stakeholders and decision makers involved in a case.
- Integrated routing and communications tools to notify and remind all parties of actions that need to be taken, the overall case status, and the ability to track decisions made. Getting information where it needs to be when it’s needed is key for case management and it’s got to be easy for those that need to interact with the system.
- Tracking, auditing, alerting, and reporting capabilities to provide visibility into the case environment, including configuration of alerts for rule violations, process bottlenecks, and status changes.