The Solution

The Document Management Core would allow Lewis, Birch & Ricardo, LLC to make all documents and information available at the fingertips of the employees who need it, when they need it. What’s more, it’d add fluid features to their document management system, such as full-text search, automated document routing, and powerful auto-indexing. These features reduce the time it takes to manage and update records manually, while keeping records secure and organized.

The Results

The onPhase solution that LBR implemented quickly validated their purchase by giving them immediate visibility to client files, exhibits, and other legal material that has to be shared among the departmental employees. Employees can now access all case documents in a concurrent manner, reducing copying costs exponentially. In addition, partners have access to documents remotely when they need to access specific case files. onPhase also:

• Eliminated the need to create document binders containing information requested by opposing attorneys, which freed up employee effort
• Provided a disaster recovery procedure for the paper-based documents by storing them electronically
• Created an effective record management system that allows LBR to eliminate old case files and therefore decrease overall long-term liability
• Provided a system of accountability for both clients and attorneys that are required to provide documentation supporting their cases

Michael Lewis, Managing Partner at Lewis, Birch & Ricardo, LLC stated, “Our firm has a large number of concurrent cases running at any one point in time. It is vital that we have access to all case documents on demand due to the nature of litigious matters. The onPhase team provided a great foundation for our document management system that has allowed us to leverage it in ways that were not anticipated prior to the purchase. I can be confident that documents will be in the system due to the well-defined processes that we co-developed with the onPhase implementation team. Other firms have actually asked us what system we use because of the way we are able to provide quick access to their document needs. The manner in which we provide document lists to other firms has provided significant savings to our firm and is a strategic advantage when it comes to competing companies.”