Why Use Matter Management Systems
1. One central database
The central database holds all documents connected with the matter from emails and faxes to agenda and procedures.. View all the documents related to a matter based on a certain standard; all the documents associated with a particular contact. Paper-based medium can be incorporated via a built-in or stand alone scanning facility..
2. Integration with your email system
Stay on top of your inbox and ensuring that the matter information is also complete through email integration (packages support generally include Outlook, Lotus Notes etc).
3. Time efficiency
Reduce time spent on document management with the use of customised templates and workflows. Documents are created, stored and managed in real-time. Avoid the unnecessary overheads of typing details in every time through pre-populated templates.
4. Consistency of work
Good consistancy is vital from all members of the team working to the same procedures.. {Appropriate automation to free professionals from background tasks – three different levels of workflow provide the opportunity for work to be heavily controlled or largely free-flowing|Fee-earning professionals don’t need to spend time on background tasks. Appropriate use of workflow automations can improve efficiency significantly. Do you prefer working in a controlled environment or more loose procedures. Matter managment software systems offer these choices.
5. Date and Event Management
Matter management software can be fully integrated with your calandar system. Supporting:
- Event scheduling
- Supporting diary management
- Automatic scheduling of required team members
6. Enable flexible working practices
Team working is enhanced through shared access to online libraries of interllectual capital, organisation procedures and other information..
7. Management of Information
Automated user-defined reporting. In addition to a set of standard reports. Allow user-configurable reporting to suit different organisational needs. Most matter management software allows reports to be programed to run automatically and output in the chosen format..
8. Business networking.
Collaboration across the organization via shared contact and information enables each team memeber to have the very latest information on cases and matters. Contact details can be automatically inserted appropriately into forms. It is not uncommon to want to access risk associated with a single contact. Since all information and related documents and cases are tagged this is easy to perform.
9. Records Management and Compliance
Maintaining records of dates, instructions, correspondence and outcomes is increasingly important in today’s legislative environment, requiring retention or information for discovery and disclosure purposes. An audit trail allows all records associate with all cases, matters and projects down to individual emails and correspondence..
10. Data backup
Data is so vital that robust back up procedure must always be ensured. The general rule being that the data must be held in three geographically disparate places before it can be regarded as being safe