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Published byAmelia Donna Beasley Modified over 6 years ago
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Extended Document Management System (EDMS)
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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
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EDMS Overview Electronic Document Management System
Supplements existing Patricia document handling Enhanced features Find what you need quickly and efficiently Paperless office
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Auto save Full auto-save of email
Incoming and outgoing s Electronic record always up to date Time saving Allocation to cases based on various identifiers Case No. / Matter ID supported Subject parsed Body of parsed (x amount of lines) OCR allocation All PDF documents are OCR’d for auto allocation to cases
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Outlook Integration Linked functionality Integration Outlook Interface
Patricia EDMS system Integration Saved s are marked with a ‘saved’ status Case documents can be accessed Case can be opened Terms are visible from within Outlook
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Google Type Search Full-text search function Search activity
Keyword search Date searching Document type Search scope Search activity within each document entire case document tree PDF Image documents
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Powerful preview Generated preview of documents
Full chain preview Time saver Preview attachments Flip through content Hardcover-esque functionality Support paperless office
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Versioning Editing Track previous versions Restore History available
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
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Work where you want Offline Work Mode lets you work on case documents outside of the office.
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Sign off Secure digital signatures Letter finalization
Only sign able by person responsible Supports paperless office Letter finalization Create signed PDF letter Digitally signed Letter head applied
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Communication Email sending functionality Attachments Template setup
Recipients populated from case Attachment from case integration Attachments Select single / multiple documents to send as attachment Use Word documents as content
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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
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Benefits Nuxeo: Elastic Search: High speed full text search
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
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Client Side In Outlook s will show as saved plus additional case related info – no change in workflow (DocIntegrate Outlook) DocIntegrate will make sure user downloads and works on local copy of document Safe also under iffy network situations (e.g. traveling, OoO) 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 , fax, etc.
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Q2 version Finish most technological updates
Large number of small functional additions to improve workflow allow renaming attachments improved attachment selection process improved address handling and allowing collation of addresses from multiple name roles allow inline images in s PDF watermarking
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Practical suggestions incoming information
Configure DMS to save s to specific categories (incl. descriptions) based on to: address and/or subject keywords Feed information into system through scanners, incoming , drop folders Make use of “assisted scanning” function: strip but save attachments as docs.
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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 and sends
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Q&A
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THANK YOU
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