Did you know that the average lawyer in 2016 created or received; 17,449 Emails, 5,349 PDF’s, 2,922 Word documents, 223 Excel Spreadsheets and 39 PowerPoint Presentations?
Now, how much time would it take to appropriately name, file and backup each of those items in accordance with a firm-wide document management policy? My guess is at least half a year of billable time!
Herein lies the problem. The amount of communication coming and going is increasing every year. At the same time the ratio of administrative staff to each lawyer is decreasing. The days of having a dedicated admin to take care of filing for you are over. But, who’s picking up the slack?
A Robot by the name of MetaJure.
MetaJure is an intelligent document, email and file management tool that can run alongside your existing DMS or Practice Management System (e.g., NetDocuments, Worldox, i-Manage, PracticeMaster, Time Matters or others), or function as a stand-alone solution.
Key to MetaJure is the MetaJure agent (the robot!), which is installed on each of the law firm’s computers. (An agent is a small locally installed application that runs in the background and automatically captures your files while you work.) As you send and receive emails, create documents, open attachments and save files, MetaJure is OCR’ing and indexing everything along the way.
One search, better answers.
MetaJure doesn’t stop with just the information on your PCs. This smart tool scans and gathers data across every location in the firm that you want and provides your lawyers and staff with one simple search location. As the robot scans files, folders, emails and machines, MetaJure then automatically OCR’s every item it finds, so that search queries include the content of the document or email, the file name or other properties. MetaJure’s powerful search algorithms and automatic OCR functionality result in faster, narrower and more meaningful results so that you get the most relevant results possible in less time than ever before.
There’s nothing fancy about the interface, it’s simple and easy to navigate. In fact, it feels and operates like Google for your law firm files. The opening screen can be customized with your law firm’s logo on the left and one simple search box to the right. Each time you search, you can filter and narrow the results by date range, employee, type of file, location, name results and more to get to just what you need quickly. MetaJure also auto-filters out duplicates, and returns the most relevant or most recent items within seconds.
You can find shared files, too.
One of the best parts of MetaJure is that it allows everyone to access all of the knowledge you have inside your firm. Need to find a copy of a form or access someone’s powerful argument? No problem. Lawyers and staff can share or as much information as they want. And don’t worry about confidentiality. You can decide which documents or emails get shared and with whom. It’s all very easy from MetaJure’s Sharing Center.
Permissions, and ‘Ethical Walls’ can also be constructed within the advanced settings to prevent confidential documents being shared across teams at larger law firms, or with specific lawyers.
Access your Dark Data
The reality is that the information overload crisis many law firms suffer from isn’t going away. And, all of this information is creating other problems. As Dan Mintz, MetaJure VP Sales explains, “You don’t know what you don’t know. We call this the Dark Data problem.” With so much information in so many places, it can be hard to know if you are missing an email or document or something else that is valuable to a current case. Even if you know it exists, you or your staff may not know where to look for it.
The additional beauty of MetaJure is that it takes the work out of indexing files, enforcing policies, and cleaning up after an associate leaves for another firm. MetaJure handles all the heavy lifting with a robot who doesn’t sleep, take breaks, eat or care about anything other than making sure all of your data is ready when you need it.
If you are interested in participating in MetaJure’s Pilot Program, it’s being offered for just a limited time. This is a unique opportunity to try the program out as a complimentary search tool alongside your existing solutions. Since MetaJure requires no migration, no workflow disruption and no replacement of your existing system, it’s easy. For more information on the pilot program, just fill out the form at http://metajure.com/order/.
Document Management Systems are only as good as the human effort required to maintain them. Put the MetaJure Robot to work in your law firm, and save your manpower, eliminate your IT headaches and gain the peace of mind that you are doing the best work for your clients.