Adams & Adams rolls out world-class document management system
9/06/2011

During 2006, Adams & Adams identified that their use of paper and paper files, and manual labour intensive procedures were being challenged by the ever-evolving post Y2K business world. The firm’s in-house IT professionals were charged with sourcing a document and collaboration system to improve the manner in which the firm would manage documents and ensure a saving in time and money.

After much research, the firm agreed on WorkSite, a product developed and supplied by Autonomy - an international software company.

Autonomy WorkSite was introduced into the three departments in the firm. In April 2010, part way through rolling out WorkSite across the rest of the firm, it was decided to upgrade to the latest version -WorkSite 8.5. While the installation was taking place, the firm was engaged in a modernisation and rebranding exercise which coincided with a move to new premises. Phoenix Business Solutions effortlessly managed the WorkSite roll-out and upgrade.
WorkSite is a state of the art Document and Collaboration System (Document Management System) which ensures case-related files are managed with absolute integrity. All documents pertaining to a particular case are preserved in a highly secure electronic repository, where all document actions and workflows are audited and tracked.
WorkSite integrates seamlessly with the firm’s practice management systems and specialist case management systems. Within the firm it is utilised as a secure storage backend for all documentation relating to a case for our Patents, Commercial Law and Anti Counterfeiting practices. The application provides revision control for all documents and also eliminates the risk of documentation going missing. The IDOL Indexer provides a platform to search through all a practice’s documents and files, and will return all documents that have the search keywords in the title or content of the document. The Trademark practices are currently embarking on a project to roll it out in their areas.

Through WorkSite the firm is specifically able to:-
• Permit real-time access to case related documents at all times
• Ensure documents and e-mails are securely stored in perpetuity.
If necessary
• Potentially enable clients’ access to certain areas of the electronic
case file via a secure Client Portal
• Drive higher efficiencies to ensure outstanding client service and
operational efficiencies.

Typically, the firm stores approximately 70,000 documents in WorkSite per month.
Adams & Adams has been recognised by Phoenix Business Solutions as a case study client, acknowledging the world class success of the firm’s roll-out and implementation of the software and the successful utilisation of the product to manage case files.