Legal & Compliance Management Solutions: Digital Matter File

Transcription

1 Legal & Compliance Management Solutions: Digital Matter File

2 The challenge Matter Management within Legal and Compliance departments requires users to manage a vast amount of documents and information. Commonly, the respective content is stored across a wide variety of paper-based archives, digital repositories and isolated applications. However, none of these tools is able to cover all essential requirements for a matter-oriented provision and management of all required documents. The procurement of all the necessary information for a specific matter is therefore very time consuming. In many cases, a consistent overall view also is missing. This prevents a clear determination of the original and/or the latest version of documents. Additionally, the lack of an integrated document and matter lifecycle management also prevents a comprehensive knowledge exchange. As a result, the involved employees aren t just on different knowledge levels, they also often lack information regarding the results of similar cases. This greatly complicates the provision of a service-oriented and cost-effective processing of business-critical Legal and Compliance Matters. In addition, this causes the creation of countless unnecessary copies, which require additional memory space, if there are no systematic filing structures in place for the document and file management. 2 l Legal & Compliance Management Solutions: Digital Matter File

3 Our solution Our customized solution package integrates all components that you need for the digital Lifecycle Management of many and very different documents that are created during the processing cycle of a legal case. Existing information silos are replaced by a centralized electronic knowledge base, which enables a quick access to the case related information. Through this, our solution supports the work processes in Legal and Compliance departments, and thanks to the simplified information access and exchange, enables an efficient and deadline-compliant processing of legal cases. Your employees will be able to access the information they require for the case processing, according to their access rights. The assignment of restricted access rights also enables an easy integration of external legal consultants, tenants or partners as required, at any time. According to the requirements, you are able to install our solution on site, or rent it as a Cloud Service and utilize it through the internet! Input Management Automation (IMA)... lays the foundation for the uniform filing of information in electronic matter files and for the quick, targeted search for the saved documents. The recognition and extraction of the document content as well as the indexing of documents, for example, according to the document type, date or case number, is performed in an automated manner. Manual intervention options for the checking or correction, enable an indexing according to predefined criteria. The DMS/archive component... bundles the stored information and offers the users a time and location independent access - reliably regulated through a fine grained rights concept. Numerous functions support the electronic administration and processing of sensitive data, and at the same time guarantee a legally as well as compliance conform file and document management. Legal and Compliance Department efficient communication within the department Secretariat Attorney 1 Attorney 2 Attorney 3 Other company units improved cooperation External: consultants, clients, partners simple exchange and quick reconciliation Legal & Compliance Management Solutions: Digital Matter File l 3

4 The range of functions at a glance Our Legal & Compliance Management (LCM) solution offers a broad range of functionalities, which enables the user to utilize a comprehensive array of functions: An integrated lifecycle management of a document, from the scanning to the archiving A comfortable authorization concept, which ensures a maximum degree of access security through a multi-tiered rolls & rights concept An integrated encryption approach that provides the protection your data deserves at all times Configuration of clear structures for different matter classes Intelligent search mechanisms, such as the thesaurus search Clear structuring of documents and matter hierarchies within a highly complex environment Management and tracking of documents and matter lifecycles with a minimized effort Administration of reference information, for example, for documents which are stored in physical archives for legal reasons Processing of matter-related documents in accordance with the company s existing policies Depending on the requirement, the user is able to utilize our solution through the following access options: Desktop Client Web Client Mobile Client 4 l Legal & Compliance Management Solutions: Digital Matter File

5 Our Desktop Client Within Legal and Compliance departments, s (Outlook) are usually the preferred every-day work instrument for the communication and document transfer. Swiss Post Solutions offers a smart client component which is designed to greatly simplify and improve the shared use as well as the retrieval of contents and attachments. Frequent users, who place a key emphasis on efficiency and ease of use, will benefit from the complete integration with Microsoft Outlook and the instant access to the content stored in the repository of the LCM application. Functional highlights Add-in for Outlook as the main working environment The personal workplace for the user s own files, the reception of and viewing of pending tasks Working without media format changes with the popular Office products (Excel, PowerPoint, Word) Management of files and document-related appointments directly in Outlook A deadline-compliant processing of files and documents through reminders and time limits Connection to local scanners and multi-function devices User-friendly search capabilities, including a thesaurus search A concept-based search for the identification and referencing of content-related documents and files Evaluation of the search results Drag & Drop functions for the filing of s Storage of attachments with the associated , or the automatic separation and storage of the attachments as independent objects Forwarding of documents from the LCM application as links or s, and also into the mailboxes of the users and teams within the system Automated allocation of metadata to a document Legal & Compliance Management Solutions: Digital Matter File l 5

6 Our Web & Mobile Clients Web Client Through the Web Client, it is possible to access your documents using popular browsers, no matter where you re located. Functional highlights The personal workplace for the user s own files, the reception of and viewing of pending tasks User-friendly search capabilities, including a thesaurus search A concept-based search for the identification and referencing of content-related documents and files Audit function for the viewing of Audit Trails as well as a searching for Audit Records and Audit Details regarding a particular object (matter, submatter, document). Reporting function that provides the user with all the required data, according to the predefined report configuration Document and thumbnail viewer for a digital case processing without media format changes Mobile Client Access from anywhere with your mobile devices. Functional highlights Searching for folders, documents and full-text Viewing, sending and forwarding of documents Subscription for changes to documents and files Viewing and changing of document properties Adding of document attachments such as voice, text and image files Setting of reminders and time limits Storing documents locally in the vault of the Mobile Client 6 l Legal & Compliance Management Solutions: Digital Matter File

7 Your added bonus with us You will benefit from... the minimization of commercial risks through a reliable access to complete and up-to-date information regarding matters currently being processed. cost savings for external legal advice through a comprehensive in-house knowledge base. time and cost savings through efficient search, processing and storage workflows. a collaborative cooperation - within your Legal and Compliance Department as well as with your clients, legal advisors and partners. a standardized and clearly structured centralized filing system. a document and matter management in accordance with the applicable legal and compliance regulations. Consulting and projects Together with our partners, we will accompany the projects from the analysis of the actual situation all the way up to the implementation and commissioning of the solution. You will benefit from a perfectly organized technical, commercial and organizational team, which is able to provide our solutions in a trouble-free manner. Conversion of existing file inventories The conversion of existing files can already commence with the introduction of the solution, or afterwards step by step. You will simply have to define the relevant components of your paper-based archive, and will then have access to your documents in an electronic form and in the original filing order, after the scanning and capturing. Legal & Compliance Management Solutions: Digital Matter File l 7

8 Swiss Post Solutions AG Integrated Document Solutions Sägereistrasse 25 CH-8152 Glattbrugg Phone Swiss Post Solutions AG Integrated Document Solutions Roggenbachstraße 1 D Villingen-Schwenningen Phone More info: