Case Study
Saving Over 20 Hours, Per Lawyer, Per Month with Email Manager
Legal Department, Government
Legal Document Management Transformed
The Independent Office for Police Conduct (IOPC) oversees police complaints in England and Wales. It investigates serious misconduct, ensures accountability, and promotes public confidence in policing.
Colligo has transformed IOPC’s legal document management process, addressing long-standing inefficiencies and improving case continuity. By leveraging its integration with SharePoint, IOPC now benefits from a more structured, accessible, and efficient document management system, enhancing the overall effectiveness of their legal operations
Results
Significant Time Savings
500 hours per month or 25 hours per day across the organization
More Up-to-Date Case Files
Automatic scheduling ensures emails and documents are consistently filed
Reduced Duplication
Built-in conflict checking prevents unnecessary duplicate records
Improved Search
Enhanced metadata tagging and structured filing make retrieving case documents much faster
Challenge
The IOPC needed a reliable and efficient solution for email and document filing within their case management system. Their previous plugin was unreliable, causing issues with document organization and accessibility. Lawyers found it difficult to use, leading to inconsistent adoption and delays in filing case-related communications. Key challenges of the old system included:
- It frequently failed, making lawyers hesitant to use it.
- Limited flexibility in how documents were named and stored, leading to disorganized records.
- Extracted images and logos cluttered document storage, making it difficult to locate important files.
- No ability to work collaboratively on documents in real time.
- Lawyers fell behind on email filing, leading to outdated case records and inefficiencies in business planning.
Solution
IOPC implemented Colligo Email Manager integrated with SharePoint Online, providing a seamless and efficient email and document filing experience for their legal teams. The solution enabled:
- Improved reliability: Lawyers could trust that all emails and attachments were properly saved and accessible.
- Enhanced organization: The ability to rename files, apply metadata, and conflict-check documents ensured better structuring and retrieval of case-related information.
- Cloud-based access: Users could work from anywhere without needing on-premises infrastructure or lengthy upgrade cycles.
- Auto-File functionality: A major time-saving feature, Email Auto-File allows lawyers to process and categorize large volumes of emails efficiently.
- Collaboration & version control: Lawyers could now work on a single version of a document, reducing duplication and ensuring consistency.
- Integration with IOPC’s case bundling system: For the first time in 15 years, seamless document sharing between Colligo and their legal case bundling system was achieved.
Auto-File feature saves lawyers significant time by processing large volumes of emails efficiently
Read the full case study.
