Record Management System

Overview

Most law firms struggle to manage the physical documents, since managing physical documents requires storage space, manual sorting. Physical hazards, wear and tear are inevitable without proper storage as well.

Law firms must retain files in question even after the matter has been resolved. Records management systems therefore deal with the management of legal files from law firms to storage providers.

RMS has the complete traceability of documents on each transaction.

1. Archiving – Documents sent from Law firm to Storage Providers.
2. Recalling – On request, Documents can be recalled from the storage providers.
3. Destroy –Documents can be destroyed by the storage providers if law firms decide to do so after a period.

Docu-sign integration with the application enables a secured way of document traceability.

Key Features & Functionality

Law firm selects the document, storage provider’s location and initiates the archival process with dynamic approval flow.

Archival: Once approval from the law firm is completed. Vendor is sent with an acknowledgement to pickup the document from the law firm. On pickup, acknowledgement is sent to both law firm and storage providers using DocuSign. The pickup vendor from Storage providers submits the document to the Warehouse of the storage providers and acknowledgement is sent via Docu-sign.

Recall: The archived documents can be recalled at any time at law firm’s request. On initiating recall, documents are sent from warehouse to law firm.

Destroy: After a period, the case documents can be destroyed. Law firm can initiate the destroy request. The storage providers destroy the mentioned documents within the mentioned time and send an acknowledgement.

Record Management System dashboard provides a quick view of:

1. All Transactions
2. Reports of the Transaction
   1. By status
   2. By Pending Status
   3. By Month
3. Initiate Archival, request recall or destroy are easily available.
   1. Law firm may add and choose storage provider vendors' locations based on their suitability.
   2. A report tab designated for understanding the status of a document based on the vendor or document type.
   3. Configuration tab for managing:
      1. User configuration
      2. Lookup Configuration
      3. Matter Configuration
      4. Vendor Configuration

Benefits & Business Impact

1. Quicker Process: Organizations can initiate, recall, and destroy the papers relatively quickly due to the workflow's simplicity.
2. Dynamic Approval Flow: A dynamic approval process is the main advantage of this application. The number of approval levels required by the company can be selected by the company. Approval flow for each transaction can be chosen dynamically.
3. Secured Transaction: The documents tracking is enabled with docu- sign. So, the transaction can be done safe and secure way.
4. Data Protection: Every business needs a secure record management system to safeguard its data from numerous threats including piracy and damage. You can more effectively protect your documents with the help of this solution.
5. Traceability: Since every process is closely monitored, there is no risk of documents being lost. Transaction traceability is easy with Record management system.