Document
Management Software from Luit Infotech for
Web based Collaboration, Document, Workflow, Web Content and Knowledge
Management
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Law firms are confronted every day with the need to deliver more value to clients, while at the same time increasing productivity and efficiency. These firms are faced with the challenge of handling high volume caseloads with limited budgets and to do more with fewer resources. As a result, these firms must find innovative methods to automate work processes, reuse knowledge, eliminate rework and reduce administrative overhead. They usually face the following challenges while managing their critical legal and case related documents:
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High Costs:
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Law firms have their facilities and employees scattered in different locations. It might be cheaper to maintain separate document management systems for different locations, but the inefficiency of paper-based or stand alone systems becomes counterproductive and costs a lot of money in terms of man hours.
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Due to lack of collaboration and centralized knowledge repository, same documents have to be recreated over and over again costing a lot of money
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Legal work in law firms resides on paper and storage cost is a major expense for most law firms. Law firms not only file and store originals of documents, they file and store copies of documents, and the cost of storing this information continues long after the useful life of the paper file.
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Storage and Search Issues:
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It is extremely difficult to search for paper documents and costs a lot in terms of time and man hours
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Paper documents require a lot of expensive storage space and this challenge is compounded in case of law firms as they have to store not only the original paper documents but also copies of it. The cost of storing this information continues long after the useful life of the paper file.
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Communication Issues:
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In a paper-based systems, the document review process can be long and cumbersome. It requires a lot of meetings to discuss changes and obtain approval and signatures. When a change is rejected, more meetings are called for resulting in loss of time and man hours.
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- Knowledge Dissemination Issues:
- Law firms have a lot of knowledge that is not included in the body of the actual document. This knowledge, in the form of meeting minutes and case deliberations, either reside on paper notebooks, someone's laptop or sometimes stay in people's memory. This information gets lost with time and has to be recreated every time it is required.
How can LuitDox Platinum help Law Firms?
LuitDox Platinum can help Law firms streamline their document
filing and management processes. The following are the "before"
and "after" effects of implementing LuitDox Platinum:
| "Before"
using LuitDox Platinum |
"After"
using LuitDox Platinum |
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| Document
Management Challenges |
LuitDox
Platinum DMS Solution |
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Inefficient
paper-based Document Management System |
Efficient Document Management System | |||
Lack of document revision
control |
Automated document
revision control |
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Disconnected document
management processes |
Centralized document
management |
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Loss of knowledge and
organizational memory represented by knowledge and experiences |
Centralized knowledge
management repository for storing business critical documents
and knowledge for future reference and use |
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High costs of storage
and searching paper documents |
Advanced search functionality
makes searching documents very fast. Documents are stored in your
servers instead of filling hundreds of square feet of prime space
with file cabinets |
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Lack
of oversight due to absence of a centralized reporting facility
on the document activities |
Increased visibility
due to document usage reports that can help in maintaining a record
of the document related activities performed by the different
employees |
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Inability to track if
a user has viewed a document. |
Whenever a user takes a look at the document,
LuitDox Platinum captures the document viewing event |
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Inefficient Workflow
Process - A paper-based system is plagued by bottlenecks, lack
of follow up and inadequate response. All of these can result
in delayed approval of documents. |
Efficient Workflow
Process - the easy to configure workflow process of LuitDox Platinum
helps high-tech companies in streamlining document approval processes |
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Loss of knowledge assets
and duplication of work |
Protect knowledge assets
to reduce the duplication of work and to enable organizations
to identify knowledge gaps using a easy-to-use system |
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| Lack of a single system
to reconfigure, recombine, and integrate knowledge from distinct
and disparate sources and foster teamwork environment. |
LuitDox Platinum provides
an adequate media to reconfigure, recombine, and integrate knowledge
from distinct and disparate sources and supports effective team-working
in environments where teams are located physically together in
the same office, as well as virtual teams who do not necessarily
meet face-to-face |
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| Poor Follow-up - Assigning
team members and following up tasks via e-mail or phone is a time-consuming
process that could easily fall through the cracks |
Efficient Follow-up
- Automates review task assignment and follow-up via alerts for
any task not completed by deadline |
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| Lack of Connectivity
- Documents created using disparate tools (Excel, Microsoft Word,
Visio, audit applications, etc.) in multiple facilities are hard
to collect, collate, retrieve, and are easily misplaced |
Connected - LuitDox
Platinum connects all documents under a single secure, centralized
system that can be accessed by users with access privileges from
virtually anywhere |
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