Legal department: centralised management of legal documents

Operating sector: iron and steel industry
0
employees

The legal department of a large industrial group is organized by a manager and a series of lawyers, who manage legal files remotely.

At the beginning of the collaboration, the traditional process was to fill in an Excel sheet “manually”, based on information communicated by the referents of each practice, typically by email. Thus, the evolution of time and costs was monitored.

The individual lawyer could independently manage their own legal files, reporting on text files or Access, self-produced information on relevant events. The documentation associated with the practices was printed and also stored on folders of user PC, or kept inside the mailboxes of each contact.

The problem was that there wasn’t a system that could centrally manage the requests, monitor the state of evasion, the progress of the legal files and the related costs for fees and external consultancy fees.

Since everything was done manually, risks were mainly related to the loss of information and time due to errors. In addition, the processing time of documents was too slow.

Together with the Legal Department and the tools provided by Globe, we designed and created an integrated work environment, complete with workflow for the control of activities.

Today, the head of the Office is able to receive requests from different companies/internal offices, open new files and sort them directly to the various lawyers. The activities are kept under constant control, in terms of time of evasion, through a graphic dashboard of the jobs assigned internally and externally. For these last activities it is possible to manage in a controlled way the “proforma” invoices received for the services of external consultants, with the accounting for single practice of the related costs.

Each report is carried out in “real time”: the Office manager is always up-to-date for each file, which reports the main data, the chronological history of all the events recorded, a list of documents associated with the file and a summary of bookkeeping.

Another important benefit is each internal lawyer continues to have an autonomous working environment but synchronized with the rest of the system. Easy to use, it allows with a few clicks to record historical information, store documents, send documents directly through Globe and enter deadlines for activities, filling a personal “to do list”.

The system has been developed in order to guarantee absolute security and control of access to data: each internal lawyer sees only the practices of his own competence and can operate only on documents and data he has control over.

The result is a synchronization of information, but it does not deny each team member the possibility to organize their workflow, and then share data with the rest of the group and the manager in total safety and effectiveness.

One suite, four platforms, unlimited solutions

Discover the platform we used to implement the digital and centralised management of legal office documents in a large industrial group.

One suite, four platforms, unlimited solutions

Discover the platform we used to implement the digital and centralised management of legal office documents in a large industrial group.

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