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Traditional Legal Management Strategies

The traditional management strategies utilized in the practice of law consist of assiduously compiled records, calendars, billing sources, paper statements, pleadings, letters and correspondence managed in physical form with little to no relation of these interlocking components to the whole of a management strategy.

The effect is to create vertical information columns that relate only in a physical filing system that is ordered only at a high level. Significant information within the filing system is discoverable largely through a comprehensive understanding of the filing system, memory or time consuming research of potentially voluminous amounts of information.

A New Approach

Simplicity Solutions Group proposes to consider each component in the effective practice of law equally and create an integrated suite of applications to meet the challenges associated with managing them.

The resultant system will

  • Receive physical, electronic and paper content to a management application
  • Create and manage electronic content and manage tasks with an automated workflow
  • Allow capture of documentary evidence, correspondence and pleadings to an electronic format
  • Create searchable libraries of work product to enable E-Discovery of the firms records
  • Order and compile evidence and case files for presentation at trial in an ordered manner
  • Allow the introduction of Discovery data files to the system to track items outlined in Discovery Orders
  • Manage and audit meta data associated with data in the system or Discovery items
  • Enable remote access of the subject matter of litigation to attorneys and agents of the firm
  • Create and manage a precise item tracking database keyed to litigation matter or client or both
  • Track physical items out of the firm’s evidence locker or file room directly into the courtroom item location by item location.
  • Track items received at trial or hearing from opposing council and facilitate instant capture of such material to the Content Management System or Tracking Database
  • Auto-archive case files to a Content Management strategy to relieve long term storage of paper files
  • Back up the mission critical data created on the management system to a secure long-term data vault

The suite will deliver a comprehensive Content Management application to address the concerns and challenges associated with the firm’s records management requirements across the enterprise and encompassing all file types that can be encountered.

Content Management Strategy

  • Creation of users with specific permissions to create, view and manage content
  • Comprehensive application of records management strategies to electronic content
  • Audit trail creation of all aspects of system use by authorized users
  • Comprehensive Scanning and Indexing components to enable day forward capture of active case
  • Content as well as back file archives
  • Utilization of indexing strategies from zonal OCR, Full Text OCR or doc type rules to create browsable content
  • Database calls on existing data to augment indexing within the Content Management System
  • Remote access to vital records from any location
  • Capture of all relevant firm data to a single searchable location from any source on the network or off network
  • With an Internet connection and appropriate permissions
  • Front end capture of all mail and incoming documents to the firm on a daily basis
  • Capture and Full Text Search of all firm work product to a searchable database by keyword, content or structured search based on front end indexing strategies
  • Remote upload of documents from discovery resources in the field directly to the content management system
  • Front end loading of the data file(s) associated with the Discovery process or Discovery Orders
  • Effective and compliant management of all metadata associated with the content of the discovery and the case file
  • Ability to choose and export the relevant documents to opposing counsel in an auditable, receiptable and compliant form.

Integrating an aggressive tracking component to the Content Management Plan provides a redundant check on all items in the active case file and audits all items in and out of the firm’s premises to their ultimate destination and finally back to the firm for disposition as may be appropriate.

Item Tracking in the Life Cycle of the Case File

  • Tracks all aspects of the case file in one location
  • Facilitates the tracking of physical items within the case
  • Manage physical files associated with legacy data in the firm
  • Manage physical files in a delayed archive strategy
  • Manage and track documentation to physical storage
  • Provides assembly of the final case components for presentation a trial
  • Track meta data associated with all data forms
  • Provides barcode and RFID automation of any item or asset within the firm
  • Tracks firm property out to remote locations
  • Manage docketing information in a simplified data view
  • Produce and track complex labeling to specific items
  • Integrate access control with available RFID tracking to provide additional levels of physical security

Item Tracking in the Assembly of the Case for Trial Presentation

  • Effectively account for physical items and precise locations of such items from the evidence room to the courtroom for fast access at trial
  • Effectively account for all identified components associated with the case and the location of each individual item whether within the Content Management System or the Physical Items in court
  • Available RFID and portable readers allow the active search for missing items identified as part of the trial presentation
  • Single data view of all case components
  • Tracking and auditing of all material provided to third parties or opposing counsel
  • Effective check in/check out of any physical item to any location
  • Rules based notification of overdue items and to whom they have been assigned and when

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