A single electronic file

As systems become more sophisticated and clients more demanding there is a need to ensure that all electronic information associated with a client and matter is filed in a single location. Thus whether one is referring to emails, word documents, scanned documents, Laserforms, Oyezforms, … it needs to be filed consistently so that everyone can find it - (for some documents this may include allowing the client access through an Extranet).

In many firms, one finds the Case Management documents filed in one location, ad hoc documents in another location and emails - well probably still in the secretaries Sent items or the Lawyers Inbox!

This issue has started to be addressed in asb law by ensuring that all documents are filed inside the Case (Matter) Management system. This has been achieved by the development of various Word macros and creative use of the facilities provided by Axxia. However, this is far from perfect. Document management systems have been considered and they would address some of the issues, but not all and would potentially be expensive.

Therefore Simmans Consulting is now developing a series of simple add-ons which can be "plugged" into Office - allowing e-mails and all office documents to be saved direct into the Axxia Matter Management System. Although currently focused on emails and Word documents, it is expected this can be extended to include scanned documents and other electronic material.

Whatever the system that it used, it is clear from the experience of asb law and other major law firms that it is now becoming an essential pre-requisite to have all documentation filed and accessible in one place for any given matter or client.