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 integrated Strongroom is a fully integrated mechanism for keeping track of all client documentation stored in a physical strongroom or other secure location.
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. It is also security enabled as standard to ensure only relevant personnel 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.
This provides you with the capacity to ensure appropriate action is taken 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 reports on document types to be produced including 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.
Actual documents can be attached from the case file or scanned in and attached to the index entry giving speedy document retrieval of the actual Will, Title, Deed etc.
As with all LawWare modules, The Strongroom is fully security enabled on a per user basis, so that it can be accessed only by users with security access rights to that area.
Each client can have an unlimited number of Strongroom items stored and information fields are available highlighting whether the document is held and the storage location applicable. Each client file has its own Strongroom items listed for easy viewing and retrieval.
Each document can have a review date. All review dates are automatically monitored by LawWare and reported via a Key Performance Indicator (KPI) called “strongroom items past review date” which reports the number of items and provides you with advanced warning of action to be taken.
This can be drilled into to reveal those items and which clients are associated.
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. A good example of this can be illustrated by ‘Wills Held’; using a Review Date all Wills can be allocated 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 and by creating a template letter you can easily write to each Client to notify them that their will needs to be reviewed and to inform them of any actions.
LawWare will produce any letter you desire and you will be seen by your client as being pro-active and protective of their interests. These letters can be posted or emailed as you desire. A record of this activity can be automatically recorded 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, for example 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.
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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.