The Current State of Legal Technology

As technology has evolved, so have law firms. There was a time where law firms were reluctant to adopt software. Those days are firmly over, for the most part. But now that firms are actively using software, many are finding that their tech stack isn't living up to the goal. Below is a bit of how we got to where we are and what is likely next. 

Types of Legal Technology

Any software that helps attorneys better practice law, whether legal focused or administrative, counts as legal technology. Even free services like Google Docs or Google Sheets help attorneys keep track of documents or information. 

• Legal Research: An essential part of practicing law. Vetted legal research tools like Fastcase and Courtlistener give attorneys expedited access to any court ruling, legal opinion, or published cases they need, for a price.
• AI: A hot topic in all industries, generative AI and large-language learning models like CoCounsel help attorneys complete tasks from client intake to drafting workflows. Essentially, they're virtual assistants. Before using any AI-based tools, make sure they've been properly vetted. AI technology is still prone to glitches and gaffs, especially if they're not well maintained.
• Client Intake: Tools like MyCase and ClioGrow helps law firms manage the initial intake process. There are many options that are not specifically created for law firms as well as many home grown processes, including Google Sheets, etc.
• Conflict Check: A crucial part of practicing law, conflict check helps attorneys identify conflicts of interest before accepting a client or matter. Many firms simply check their Outlook or Google contacts. Certainly, case management software offers these features, too.
• Client Communication: A client portal is key to connect clients with their matters. There are many stand alone options out there, including Bonsai and others provide these benefits. Case management software platforms, like Clio, MyCase, and SimpleLaw also offer these portals.
• Electronic Signatures: Services like Docusign let attorneys send important legal documents and get signatures from any device. As long as clients have an internet connection, viewing and signing documents is easy.
• Time and Expense Tracking: Free tools like Google Calendar, Sheets, or Docs, help attorneys track the time they've spent on matters. Some paid services, like Toggl, give comprehensive time reports for projects on a weekly or daily basis. 
• Billing and Payments: Quickbooks can be used to track bills and payments, among many others. Certainly case management software also offers these features.
• Calendar and Task Management: Services like Asana help attorneys keep track of not just their own task, but their team members too. Knowing who's doing what helps attorneys better coordinate with their coworkers.
• CRM or Contact Management: Client relationship management is a crucial part of practicing law. CRM tools help attorneys manage prospective and live clients. Fee based software like Lawmatics helps streamline this vital part of the client lifecycle.
• Document Automation: Document creation is one the most tedious procedures for attorneys. Document automation programs help attorneys create as many documents as they need. Constantly re-entering the same data points becomes a thing of the past.
• Matter Management: Legal technology helps attorneys keep track of their matter so they can spend less time doing legal busy work and more time practicing law. Matter management portals keep everything in a singular database where everything's at the attorney's finger tips.

However, using a combination of these tools creates data silos. The data is still separated, forcing attorneys to constantly manage different data sources. Rather than using apps that don't share data, law firms are increasingly using case management software. These programs place all of the individual apps in one place, making accessing data simple and easy. 

Benefits of Purpose Built Legal Tech

Case management software integrates several legal tools into a single place, simplifying a law firm's legal practices. Benefits of adopting case management software include:

• Greater Productivity: Having everything in one place, available for reference, cuts out all the time attorneys spend switching between programs. Attorneys get more done with less effort. No need to track time in one spreadsheet, and then having to do the dreaded copy/paste to get invoices created. Imagine the time a firm will save.
• Automation: Because all the data is in one central location, it's simple to put all that data to work. No need to copy/paste or spend time manually updating documents. All the data in one place means all of the downstream processes are simplified. Nice.
• Optimized Workflow: Case management software lets users plan out their entire legal workflow, from first contact with a client to closing the case. It also helps attorneys coordinate with their coworkers and compare schedules.
• Improved Client Service: Once a matter's created, clients have direct access to the portal and can be as involved as they want. Letting clients participate in their legal matters keeps them on the same page with attorneys throughout the client lifecycle.

Case management software programs give attorneys a simple way of keeping all of their data in one place, nullifying the problem of individual data silos.

Areas of Improvement

Despite the benefits, legal technology has a few pitfalls in its current state. The areas it's primarily lacking in are:

• AI: These tools are especially prone to "hallucinations" or making up data. The trick is employing only the most trusted programs, with constant human oversight.

• Cost of Adoption: Adapting any new technology takes time, time that some law firms can't afford. Planning the adoption process beforehand makes the transition easier.

• Security: Case management software puts all that private data in one place. Of course, firms may be concerned about the security of that trusted data. While it can feel risky, using individual apps and having data spread out across so many storage locations drives greater security issues. It's critical, regardless of the approach the law firm takes, to understand the providers security. 
   
  • Data Encryption: Encrypting file names and data help keeps sensitive information safe. Programs hosted on ISO 27001-certified web services offer an extra layer of protection.

• • Data Storage and Access: Follows non-required guidelines, like HIPAA compliance, that require all data's processed and stored safely and effectively.
  • Built with maximum security in mind: Tight access controls, multi factor verification, physical and virtual continual monitoring, and more provide an additional layer of security.
  • Regular VAPT Testing: Frequent code and IT infrastructure scans means there's a higher chance of service provider finding a problem before it's exploited.
  • Certifications: Look for programs that are GDPR, SO2, and HIPPA certified. These verification show the service provider keeps to the maximum possible level of security, privacy, and safety when it comes to sensitive information.

Each of these issues are easily overcome. The most important thing is having a game plan. Proactive planning makes the adoption process far more manageable.

Final Thoughts

The wide spread adoption of legal technology is a great benefit to law firms and clients. Law firms need to invest in not just the tools themselves, but training attorneys in using them. Be sure your provider offers unlimited ongoing support to the whole team. And while the focus here is on the evolution of legal technology, one thing is certain: More is coming. When considering your options, verify that the provider continues to update the software to continue to drive the evolution of the industry, safely.

SimpleLaw streamlines legal tasks in an all-in-one case management software program.

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