Not just a way to keep track of your stored documents - more a mechanism for prompting review dates and marketing effectively to your clients.
LawWare’s Strongroom is a fully integrated mechanism for keeping track of all client documentation stored in a physical strongroom or other secure place.
From wills to powers of attorney or title deeds to insurance documents, The Strongroom feature allows you to keep track of all client confidential materials. Security enablement comes as standard. Consequently, this ensures only relevant people have access to appropriate materials.
Every document tracked by The Strongroom function can be allocated a review date and a report can then be generated from within the LawWare KPI (Key Performance Indicators) reporting suite to determine if action is required.
With this, you can make sure you take proper action on behalf of clients before deadlines have expired.
The added bonus of the Strongroom reporting feature is that it provides you with the ability to generate both new and repeat business.
Once your KPI report has been generated, you can integrate the results seamlessly into a Microsoft Word document template or email, then contact clients individually or in bulk advising them that their wills or other documents are due for review or update.
Key pre-defined document index types include:-
You can also define your own types of document items for indexing.
A comprehensive reporting suite enables you to produce reports on document types. This includes a power of attorney list as required by SRA and Law Society regulations.
Each pre-defined item type has specific fields relating to that particular item.
You can attach documents from the case file or scan them and attach them to the index entry. This allows speedy document retrieval of the actual Will, Title, Deed etc.
As with all LawWare modules, The Strongroom provides full security enablement on a per user basis. That means only users with security access rights to that area can get access to it.
Each client can have an unlimited number of Strongroom items stored. Information fields let you highlight where the document is in storage. Each client file has its own Strongroom items listed for easy viewing and retrieval.
Each document can have a review date. The system automatically reviews all dates and reports them via a Key Performance Indicator (KPI) called “strongroom items past review date”. This reports the number of items and provides you with advanced warning of what action you need to take.
You can drill into this and show those items together with the details of the client they are associated with.
There is a mailing facility built into LawWare that supports communications with your clients. For any item(s) held in the Strongroom you can write to or email the client. ‘Wills Held’ is a good example of this. Using a Review Date, you can allocate all Wills a time in the future when you wish your clients to review them. The KPI above will alert you of this action in the future. You can accumulate a number of Will Reviews or deal with each individually. Additionally, by creating a template letter, you can easily write to each Client to let them know that their will is in need of review and inform them of any actions.
LawWare will produce any letter you wish and your client will see you as being pro-active and protective of their interests. You can post these letters or email them as you wish. You can also create a record of this activity and automatically record it on the client’s file.
When communicating with a client that you have not spoken to for a couple of years it is a good opportunity to remind them of other services you provide, such as Power of Attorney, as it is often the case that clients will use this opportunity to review other aspects of their lives as well. Use of this facility will increase a firm’s turnover.
Our clients range from small start-up legal practices to multi-partner, multi-site firms.
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The linking of documents and casefiles saves so much time! I have experience of several accounts packages and I like that LawWare is simple to use and easy to learn. Support is quick and effective and staff are helpful and courteous.
I have worked with a number of Case Management providers over the years but have not come across anything with the attention to detail and thoroughness of LawWare. My colleagues and I have not been disappointed.
I can’t imagine trying to be a law firm in the 21st Century without 21st Century IT systems. Having a ‘single system’ that underpins all the work, whether we are in the office or out, is an integral part of what we are building.
The level of support is the main benefit using this system. The system itself once you have had training is simple and easy to use. We have a great relationship with LawWare and the ongoing support is second to none.
Significant preparation was required to configure and import the data from our old firm. We had to get all clients onto the new system and then learn how to use it. We just find it very easy to use, much easier than our old system.
Being a busy litigator with a growing firm it is incredibly useful to be able to view my files from any location with some form of internet connection. I am a fan, and want to keep working with LawWare to make a good product great.
The switch to the new LawCloud system, which is still on-going, has gone very well. We found the LawWare team without exception to be very helpful and knowledgeable. All queries are followed up and dealt with promptly.