End to end document lifecycle management
With hundreds of thousands, even millions of documents and emails being created, received and shared annually by a law firm, making sure there’s a document lifecycle strategy in place is imperative.
Firms need to become more efficient and technology enabled to build and enhance their client relationships and to stay ahead. It’s also clear that security surrounding documents and firms document processes needs to be tighter than ever. It goes without saying that all workflows need to be built to take in to account strict compliance, governance and business continuity considerations.
Add to the list the ever growing need to provide a reliable and scalable platform that allows colleagues that work off site to share documents and collaborate easily, and suddenly there is a lot to think about when considering document processes!
Why work with Tikit?
We have been working with law firms for over 20 years and we have experts all over the world that are helping law firms manage their documents through the lifecycle both locally and internationally.
Over this time we have teamed up with many providers…Some of whom offer software that delivers a similar outcome to each other but via a slightly different route, or using different technology. The reason we choose work with all of these partners is because we know that they are the best at what they do. We understand that ‘one size does not fit all’.
There are many ways in which a law firm can build a document lifecycle management platform and we work with our clients to deliver and integrate the tools that best suit their firm’s objectives.
The creation of a document in a consistent and presentable form is essential in promoting the firm’s value and brand. A properly formatted document improves readability and provides the foundation for effective communication and collaboration with clients.
Producing legal documents however, is often considered the #1 overhead item and as such efficiencies surrounding the legal document can provide firms with a distinct competitive advantage by reducing the overall cost of service delivery.
Document and email storage and workspaces
The initial creation of a document is the first step in the cycle, however once created, the nature of law firm service delivery and compliance requires:
- An efficient iterative evolution of the document (including client collaboration) on the road to final form (official record)
- Easy and efficient access to the document for potential re-use
- Accurate tracking including it’s precise location throughout it’s lifecycle
To facilitate the above, the initial storage of the document is critical. The ability to rapidly store the document centrally (including paper documents)within an electronic matter file, with appropriate security and agreed protocols, is the foundation for future accessibility and compliance. Not to mention that from a security and business continuity perspective the benefits of electronic documents are clear.
Retrieve, search and interrogate
Law firms can receive and produce mountains of paper legal documents. If all of these documents sit in filing cabinets, or on desktops, they are not connected to your document management system. And if they are not connected to your DMS then it can be difficult to search and retrieve vital information.
If your teams can find documents and interrogate information easily it quickly can lead to improved productivity and a more agile service delivery, enabling your firm to remain ahead of the rest, in an ever increasingly competitive environment.
Secure sharing and collaboration
Law firms need to share, compare and collaborate on documents… Lots of them! With colleagues that work off-site, clients, partner firms and with outside consultants. You need to provide an environment to allow this. One that won’t compromise on security and governance, and that can be deployed easily or, if required, tailored to meet the needs of your firm and your clients.
Archive and dispose
Electronically stored documents are a lot easier to retrieve if needed, so the days of your client or fee earners having a long wait for a document, or file, to be pulled from your archives are over!
It also goes without saying that the cost and space required for long term storage can be dramatically reduced and when the time for disposal comes this can be automated, adhering to pre-agreed principles and protocols, making sure your firm stays compliant while making life more simple.
Document lifecycle audit
Let us take a look at how you currently manage your documents throughout the lifecycle.
We would like to work with you to make sure that your technology and processes are the best that they can be. By choosing Tikit to undertake a full audit – an end to end analysis of the ‘creation to destruction’ process with emphasis on client service delivery, collaboration and risk and compliance – you are in capable hands.
We will map every element of your firm’s processes and review to assess opportunities and/or risk mitigation.
We will report back to you on where we feel there is room for improvement now and in the future. This could be just tweaks to your internal processes or advice on how to use your existing technology to its full potential through user training or integration with another system.
We can present any findings that suggest that your firm would benefit from enhancing your technology now or in the future and can put together a project plan based on the resources and expectations that you have, if you would like us to.
- Complete SWOT analysis
- Peer benchmarking
- Recommendations and best practices
- Project plan (optional)