Legal Case Management Implementation helps IP Law pioneer ensure timely service

Overview

This Intellectual Property (IP) law firm was established in 1827 and has flourished through a massive number of changes in IP law and climate. Considered to be one of the pioneers of IP law in India, they offer services across the IP law spectrum. Their dynamic team composed of lawyers and professional staff is equally competent in both IP prosecution, as well as litigation. Their business is spread to over 8000 clients across industries in over 70 countries.

Challenges

With the increase in business and changing demand of global clients, the legal firm needed an intelligent case management system to help them ensure timely and excellent service to their clients. The law firm was also looking to improve on their IPR Filing, New Business, Recurring, and Management Processes. This was majorly needed because their existing solution did not let the client track micro-transactions, and the current platform was a desktop application with limited workflow capabilities. As a result, the tasks involved a larger percentage of manual intervention, leading to a higher likelihood of human error.

The major challenges which kept this IP law firm from achieving its goals were:

• Document Intensive – All documents and correspondences were stored in physical and electronic folders, and movement was un-structured. Lack of proper document management often led to document replication
• Client engagement – High volume of emails related to existing cases, and new tasks were received every day. Processing and replying to each was hectic and led to poor client engagement
• Lack of central system – There were separate independent, un-integrated systems in place to handle different processes within a case. This resulted in confusion and duplication of efforts
• Case Assignment & Tracking – Case allocation was a largely manual process. Knowledge created over the years was fragmented and not available centrally for access to the professionals
• Revenue Leakage – Case was delivered to the client, but the billing was not done simultaneously leaving scope for revenue leakage
• Bandwidth & Utilization of Resources – Task allocation was largely manual as there was no automated system available for tracking the workload of users, thereby making the review and approval process tedious. Resource wastage was rampant

Goals of the Project

The client needed a system that allowed tracking of every task within every case, while alongside raising invoices against the completed task in time. An optimum solution would support modules like Data entry, and Case Docket creation for various LOBs, Work Allocation, Drafting with the help of pre-configured templates and stored data in the database, Court Diary record keeping, Timesheet maintenance, tracking of case progress and finances, Customer Billing, Payments, Collections and Knowledge Management.

The client needed a system that allowed tracking of every task within every case, while alongside raising invoices against the completed task in time. An optimum solution would support modules like Data entry, and Case Docket creation for various LOBs, Work Allocation, Drafting with the help of pre-configured templates and stored data in the database, Court Diary record keeping, Timesheet maintenance, tracking of case progress and finances, Customer Billing, Payments, Collections and Knowledge Management.

Newgen Solution

Newgen proposed a solution to help organize and streamline current business processes within the organization, in relation to legal cases. We implemented our comprehensive Legal Case Management solution, for end-to-end tracking of cases. The proposed solution of Legal Case Management solution is built on Business Process Management (BPM) and Document Management System (DMS) to maintain process flow with respective documents and case information.