Microsoft’s Legal and Corporate Affairs division had a paper problem that needed a resolution. For example, the Legal Team was buried in paper records, and with strict requirements on their record keeping process, paper was creating business bottlenecks due to the inefficiencies of physical records. The records facility was growing at a rate of 3,000 files per month, adding to the already 35,000 files in storage. Many of the files, up to two reams in length, were difficult to manage, and retrievals were creating an adverse impact on team efficiency. “Retrieving files was a lengthy and complicated process,” said Joe Do, Microsoft Program Manager for Corporate Records and Contract Automation. “Record clerks were inundated with requests for files, and records were constantly being copied and recreated to provide the Legal Team with working copies.”Case Study
The Colorado courts found themselves overextended in trial proceedings that required an ever increasing amount of manual labor that was in short supply with the result being increasing costs and decreased process flow. The FileBound Document Management Solution solves these issues by creating a paperless court environment using an innovative Virtual Docket that provides ease of use and increased productivity.
As the Colorado Court’s pilot project for a virtual docket, this county judicial system was responsible for transferring their entire system over to a paperless system. The judicial process requires accurate court files, up-to-date motions, and daily transactions between counsels to be presented to the judge in a complete file for review before proceeding. In the former paper based system, the clerk’s office maintained the trial docket of cases for the judges. They received all incoming paperwork from the District Attorney, Public Defender and Private Bar offices and filed them with appropriate cases. This daily process was very labor-intensive and slow and involved many filing and re-filing of cases. It also provided for human error in allowing documents to be misplaced, lost, or misfiled and required multiple paper copies to be printed for each party involved. Overall it created inefficiencies in the judicial process.
In creating an electronic solution for the courts, one of the biggest challenges was designing a process that was easy to use, reliable, and efficient enough to quickly gain buy in from the judges . FileBound created the winning strategy by designing a Virtual Docket. This electronic version of the trial docket allowed judges immediate access to all cases and documents on a computer. By logging in, they could view all files, pending motions, and case decisions as they were made. Clerks can log in and update cases as needed, giving Judges access to cases anytime, anywhere. And with a secure connection, password sensitive access, and documents stored on in-house resources the Judges were comfortable with the security of the solution.
The largest benefit the court has seen is the unification of the trial court process. Incorporating all processes into one system, gives the judges continual access to the latest information in the cases they oversee. It has streamlined the trial process for all parties involved and created a more efficient system. It provides instant retrieval of archived records and has eliminated the hassle of managing paper files and Documents.