1. Extended Document Management System (EDMS)

2. 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

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

4. 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

5. 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

6. 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

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

8. 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

9. Work where you want
Offline Work Mode lets you work on case documents outside of the office.

10. 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

11. 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

12. 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

13. 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

14. 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.

15. 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

16. 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.

17. 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

18. Q&A

19. THANK YOU