Improving Information Flow with LegalKEY Practice Support Solutions

One of the oldest full-service national law firms in the United States, Drinker Biddle & Reath LLP, has now installed one of the newest conflict management systems available. With the addition of several new offices over the past few years, the firm, established in 1849, has grown to more than 425 lawyers in 10 locations with further growth on the horizon.

In order to deal with the rapid growth of the firm, it was necessary for us to implement a system that would meet our future needs, maintain and improve the functionality of the firm, as well as fulfill all of our requirements. After researching the market, we chose Hummingbird's LegalKEY Practice Support Solutions, including LegalKEY Records Manage-ment and LegalKEY Conflicts Management. The conversion to LegalKEY combined disparate records sources into a single database, allowing the firm to work as one entity with synchronized firm-wide records management, paper and digital retention policies and a streamlined conflicts management system.

Historically, the firm employed a decentralized records management regime, using several legacy systems in various offices. However, conflicts searching, reporting and clearing has all been conducted out of our headquarters office in Philadelphia. Considering that many clients are being served by teams of lawyers throughout the country, and taking into account that many cases require combined information and resources from various offices concurrently, we needed a consistent and uniform records management process to centralize legal records management using one system across all 10 offices.

Our key requirements for a new records management system included delivery of the features and functionality to meet our long-term records and conflicts needs, compatibility with our future expansion plans and timely enhancements to address our needs for years to come. We also wanted a vendor with a proven focus on the legal industry that was responsive to requests for product improvements.

One of the main features we sought was more inclusive and thorough conflict searching capabilities that would enable ready access to conflicts reports that were easy to read. Additionally, while the time and billing system used by the firm was excellent for accounting purposes, it was not as effective for the purpose of long-term record keeping and conflict checking. We needed to implement a solution that would consolidate all records management practices through one system that could manage both electronic and physical records and files, as well as meet growing conflicts clearing and record management needs of a multi-faceted practice, which is evolving.

Once we decided that LegalKEY Practice Support Solutions was the best fit for our needs, we conducted due diligence that included demonstrations and discussions with other firms of similar size and stature which were using LegalKEY. We received very positive feedback and were able to see firsthand how other firms had successfully implemented the system. Additionally, our CIO liked LegalKEY's ability to integrate with our Hummingbird document management system as well as Microsoft Outlook. The attorney desktop module was also appealing for future rollout.

Efficiency Gains,
Improved Information Flow

Since the installation of LegalKEY, records management has become much more effective and efficient. Staff now have more methods to classify files, matters, records and other items. LegalKEY Records Management also enables easy access to virtual case rooms ' created by the firm through the software ' that contain case folders and corresponding items.

Reports are very straightforward and easy to use. LegalKEY contains ample varieties of reports that can be generated and allows retention policies to be implemented, thus reducing the level of risk. Staff now have easier access to records which can be readily searched and retrieved using a wide variety of criteria. Records are ascribed to specific attorneys and can be easily traced.

Seamless Integration With Existing Systems

It was vital for us to find a solution that would integrate with other systems used by the firm such as the Thomson Elite accounting system and Dun & Bradstreet. LegalKEY was able to do so. Seamless integration with Thomson Elite allows us to replicate all new and updated information from the time and billing system with LegalKEY on an automatic schedule. It captures new matter numbers, client names, attorney names, addresses and other information. Integration with the Hummingbird document management system has given us the flexibility to move to a business environment where documents and records are increasingly kept in an electronic rather than paper format.

By deploying a system that seamlessly integrated with our other systems, our ownership costs were reduced, and we obtained a unified system across all of our offices. LegalKEY also offers online integration with the U.S. Treasury Department's Office of Foreign Asset Control/Specially Designated Nationals list to ensure that we are complying with the U.S. Patriot Act and other regulatory legislation.

With LegalKEY Conflicts Management, we have been able to access client information, data and matters, in addition to information that may be required when new business is searched for conflicts. Our staff can now produce more comprehensible and detailed conflicts reports. Through the Standard Party Cleanup utility, LegalKEY Conflicts Management eradicates repetitive party information. The improved conflicts management system has decreased risk, permitting staff to execute more thorough searches and obtain results more rapidly than was possible before. The software streamlines the conflicts checking process to help improve productivity and profitability while protecting the firm's reputation.

Focusing on the Long-term

The implementation of LegalKEY Practice Support has created a uniform records management process throughout all of our offices. Conversion and installation were smoother. Minor difficulties were dealt with by Hummingbird and resolved in an efficient and adept manner. Training was extensive and instructive, and user relocation was done efficiently. All of our records supervisors are pleased with the improved functionality of LegalKEY.

The LegalKEY system is built upon a foundation that incorporates the law firm environment, which has proven to be very advantageous for us. LegalKEY Practice Support has many features that make it easy to explore, search and navigate, and it adjusts well to various work styles. This has greatly increased flexibility, which is especially important to accommodate regional and practice area nuances that come into play as we continue to expand and acquire other firms. Response times have improved tremendously, enabling our staff to reply to requests more rapidly. They can work more efficiently, and as a result, manage more information requests in a timely manner.

Our firm sees tremendous value in the advantages that LegalKEY Practice Support solutions have given us.

One of the oldest full-service national law firms in the United States, Drinker Biddle & Reath LLP, has now installed one of the newest conflict management systems available. With the addition of several new offices over the past few years, the firm, established in 1849, has grown to more than 425 lawyers in 10 locations with further growth on the horizon.

In order to deal with the rapid growth of the firm, it was necessary for us to implement a system that would meet our future needs, maintain and improve the functionality of the firm, as well as fulfill all of our requirements. After researching the market, we chose Hummingbird's LegalKEY Practice Support Solutions, including LegalKEY Records Manage-ment and LegalKEY Conflicts Management. The conversion to LegalKEY combined disparate records sources into a single database, allowing the firm to work as one entity with synchronized firm-wide records management, paper and digital retention policies and a streamlined conflicts management system.

Historically, the firm employed a decentralized records management regime, using several legacy systems in various offices. However, conflicts searching, reporting and clearing has all been conducted out of our headquarters office in Philadelphia. Considering that many clients are being served by teams of lawyers throughout the country, and taking into account that many cases require combined information and resources from various offices concurrently, we needed a consistent and uniform records management process to centralize legal records management using one system across all 10 offices.

Our key requirements for a new records management system included delivery of the features and functionality to meet our long-term records and conflicts needs, compatibility with our future expansion plans and timely enhancements to address our needs for years to come. We also wanted a vendor with a proven focus on the legal industry that was responsive to requests for product improvements.

One of the main features we sought was more inclusive and thorough conflict searching capabilities that would enable ready access to conflicts reports that were easy to read. Additionally, while the time and billing system used by the firm was excellent for accounting purposes, it was not as effective for the purpose of long-term record keeping and conflict checking. We needed to implement a solution that would consolidate all records management practices through one system that could manage both electronic and physical records and files, as well as meet growing conflicts clearing and record management needs of a multi-faceted practice, which is evolving.

Once we decided that LegalKEY Practice Support Solutions was the best fit for our needs, we conducted due diligence that included demonstrations and discussions with other firms of similar size and stature which were using LegalKEY. We received very positive feedback and were able to see firsthand how other firms had successfully implemented the system. Additionally, our CIO liked LegalKEY's ability to integrate with our Hummingbird document management system as well as Microsoft Outlook. The attorney desktop module was also appealing for future rollout.

Efficiency Gains,
Improved Information Flow

Since the installation of LegalKEY, records management has become much more effective and efficient. Staff now have more methods to classify files, matters, records and other items. LegalKEY Records Management also enables easy access to virtual case rooms ' created by the firm through the software ' that contain case folders and corresponding items.

Reports are very straightforward and easy to use. LegalKEY contains ample varieties of reports that can be generated and allows retention policies to be implemented, thus reducing the level of risk. Staff now have easier access to records which can be readily searched and retrieved using a wide variety of criteria. Records are ascribed to specific attorneys and can be easily traced.

Seamless Integration With Existing Systems

It was vital for us to find a solution that would integrate with other systems used by the firm such as the Thomson Elite accounting system and Dun & Bradstreet. LegalKEY was able to do so. Seamless integration with Thomson Elite allows us to replicate all new and updated information from the time and billing system with LegalKEY on an automatic schedule. It captures new matter numbers, client names, attorney names, addresses and other information. Integration with the Hummingbird document management system has given us the flexibility to move to a business environment where documents and records are increasingly kept in an electronic rather than paper format.

By deploying a system that seamlessly integrated with our other systems, our ownership costs were reduced, and we obtained a unified system across all of our offices. LegalKEY also offers online integration with the U.S. Treasury Department's Office of Foreign Asset Control/Specially Designated Nationals list to ensure that we are complying with the U.S. Patriot Act and other regulatory legislation.

With LegalKEY Conflicts Management, we have been able to access client information, data and matters, in addition to information that may be required when new business is searched for conflicts. Our staff can now produce more comprehensible and detailed conflicts reports. Through the Standard Party Cleanup utility, LegalKEY Conflicts Management eradicates repetitive party information. The improved conflicts management system has decreased risk, permitting staff to execute more thorough searches and obtain results more rapidly than was possible before. The software streamlines the conflicts checking process to help improve productivity and profitability while protecting the firm's reputation.

Focusing on the Long-term

The implementation of LegalKEY Practice Support has created a uniform records management process throughout all of our offices. Conversion and installation were smoother. Minor difficulties were dealt with by Hummingbird and resolved in an efficient and adept manner. Training was extensive and instructive, and user relocation was done efficiently. All of our records supervisors are pleased with the improved functionality of LegalKEY.

The LegalKEY system is built upon a foundation that incorporates the law firm environment, which has proven to be very advantageous for us. LegalKEY Practice Support has many features that make it easy to explore, search and navigate, and it adjusts well to various work styles. This has greatly increased flexibility, which is especially important to accommodate regional and practice area nuances that come into play as we continue to expand and acquire other firms. Response times have improved tremendously, enabling our staff to reply to requests more rapidly. They can work more efficiently, and as a result, manage more information requests in a timely manner.

Our firm sees tremendous value in the advantages that LegalKEY Practice Support solutions have given us.