Extended Document Management System EDMS Structure of session

Extended Document Management System (EDMS)

Structure of session Panel Speakers • William Kruger / Patrix AB • Michael Fleuchaus / Practice Insight Structure • EDMS overview and benefits • Demonstration of the software • Best practices / new functionality • Question and answer section

EDMS Overview • Electronic Document Management System • Supplements existing Patricia document handling – Enhanced features – Find what you need quickly and efficiently – Paperless office

Auto save • Full auto-save of email – Incoming and outgoing emails – Electronic record always up to date – Time saving • Allocation to cases based on various identifiers – Case No. / Matter ID supported – Subject parsed – Body of email parsed (x amount of lines) • OCR allocation – All PDF documents are OCR’d for auto allocation to cases

Outlook Integration • Linked functionality – Outlook Interface – Patricia – EDMS system • Integration – Saved emails are marked with a ‘saved’ status – Case documents can be accessed – Case can be opened – Terms are visible from within Outlook

Google Type Search • Full-text search function – Keyword search – Date searching – Document type – Search scope • Search activity – within each document – entire case document tree – PDF Image documents

Powerful preview • Generated preview of documents • Full email chain preview – Time saver – Preview email attachments • Flip through content – Hardcover-esque functionality – Support paperless office

Versioning • Editing – Any edits creates new versions of document – No document changes are ever lost • Track previous versions – No need to access backup systems • Restore – Older versions of a document – Deleted documents • History available – All activity logged under history – Logs edits / updates / deletions

Work where you want • O� ine Work Mode lets you work on case documents outside of the o� ce.

Sign off • Secure digital signatures – Only sign able by person responsible – Supports paperless office • Letter finalization – Create signed PDF letter – Digitally signed – Letter head applied

Communication • Email sending functionality – Template setup – Recipients populated from case – Attachment from case integration • Attachments – Select single / multiple documents to send as attachment – Use Word documents as email content

Technological basis • DMS Appliance using containerized environment based on industry leading Docker™ technology. • Can be run in virtualization platforms like ESXI, Hyper-V or bare metal • Based on a set of professional industry leading technology components (Nuxeo, Postgres, Elastic Search, Postfix, ect. ) • Unified deploy mechanism

Benefits • Nuxeo: – Speed in large repos (in particular large count of small files) – De-duplication – Versioning/undeleting • Elastic Search: High speed full text search • Service health monitor: Monitor environmental parameters and do maintenance tasks

Client Side • In Outlook emails will show as saved plus additional case related info – no change in workflow (Doc. Integrate Outlook) • Doc. Integrate will make sure user downloads and works on local copy of document • Safe also under iffy network situations (e. g. traveling, Oo. O) • When connected back to server -> upload; backup will persist until save confirmed • Version control • Web implementation: DMS can be used without Patricia at good performance during travel; e. g. approve and sign documents, send email, fax, etc.

Q 2 version • Finish most technological updates • Large number of small functional additions to improve workflow – allow renaming email attachments – improved attachment selection process – improved email address handling and allowing collation of addresses from multiple name roles – allow inline images in emails • PDF watermarking

Practical suggestions incoming information • Configure DMS to save emails to specific categories (incl. descriptions) based on to: address and/or subject keywords • Feed information into system through scanners, incoming email, drop folders • Make use of “assisted scanning” function: strip email but save attachments as docs.

Practical suggestions outgoing information • When terms in Patricia are registered (eg. OA-pdf already stored in DMS by scan, …), auto-create applicable draft letters • Attorney/assistants work on draft • When done, attorney reviews and signs (1 -click – signature tied to login) • Attorney/assistants attach signed pdf to email and sends

Q&A

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