A lot of data and documents are collected in every legal matter: correspondence, protocols, resolutions, research results, expert opinions, images, evaluations and invoices. With Matter Management from otris, you can keep track of and ensure a high level of transparency of all relevant information – crucial for the success of your legal department.
Fast and uncomplicated access to all information – always up to date and standardised.
Data and documents are clearly organised and easily accessible.
otris matter automatically monitors terms and reminds you of important tasks in good time.
Legal Matter Management: Basic Elements
With the basic elements of the solution, you can establish secure and user-friendly claims management in your company. Extensions and customisations increase the range of functions. The ultimate goal: a solution that precisely meets your requirements.
Digital case file
The digital case file is at the heart of the solution. For each new legal matter, you create a new digital file in which you store all information in a structured way. As in the ‘analogue world’, there is a file cover with metadata and file contents. You can open the documents in the digital file directly in the application without media discontinuity.
Search and Find
The integrated search functions in otris matter enable you to efficiently search the keyword directory. You can quickly find all files on a topic, all files on ‘your cases’ in a defined period or all files that have reached their deletion deadline. If needed, you can also search all document content using the OCR full-text indexing.
Collaboration
With otris matter, you can easily share information and documents in the matter file with colleagues and external parties such as lawyers or experts. The cumbersome copying and distribution of files is no longer necessary. All parties involved have browser-based access to the shared digital files.
Deadline monitoring
With the automated deadline monitoring function in otris matter, you can increase security when processing time-critical operations. The system notifies the responsible employees in a timely manner by e-mail and, if necessary, starts a reminder workflow to ensure that important deadlines such as objection or deletion deadlines are met.
Track changes
otris matter automatically logs all changes to digital files. This means that you can always see when and by whom data, documents or comments were added, changed or deleted. This seamless change tracking ensures complete transparency and traceability of all processes in your legal department.
Security and Space Savings
Paper files require physical storage space and are prone to loss or destruction. Digital files, on the other hand, only require a database – on your company server or in the cloud. With otris matter, you can protect your digital files with automatically generated back-ups on separate servers.
Why you should rely on Matter Management Software from otris
With otris matter, managing legal matters becomes more efficient and productive. Digital file management replaces time-consuming paper files and offers central and clear information storage. Our customised solutions make it easier to switch to digital files and support your usual filing structures.
otris has many years of experience and a deep understanding of the needs of corporate lawyers. Our software supports your usual filing structures and meets the specific requirements of your division.
After implementing otris matter, your legal department will benefit from numerous advantages. Digital file management simplifies operational work, increases the transparency and security of all processes, and ensures a significant increase in efficiency. In addition to its high technical quality, otris matter offers features that go far beyond pure functionality:
Usability. Simple and intuitive.
Simple usability through a well-thought-out software interface is the top priority in all otris developments. Despite the wide range of functions, working with otris matter is very easy to learn. The excellent usability of the matter management software minimises the learning curve for new users and thus increases user acceptance after implementation.
Integration. Smooth and platform-independent.
otris matter is a browser-based application that doesn’t need to be installed on the user’s workstation. The matter management system is platform-independent and can be easily integrated into your IT environment. Standardised interfaces enable seamless communication with existing systems. The web browser makes it easy to work with the system, manage it and customise the programme interface.
Range of Functions. Customisable Standard Software.
In order to adapt the range of software functions to specific requirements, companies choose one of the three software editions and combine extensions as needed. If additional requirements arise that are not covered by the standard range of functions, otris offers customised solutions. From simple data field extensions to complex interfaces to third-party systems – the architecture of otris matter is so flexible that even extensive customisations can be implemented with a manageable amount of effort.
Scalability. Easy to expand.
Start at the departmental level and gradually roll out the matter management system across the entire company – with otris matter, this is no problem at all. Not only the range of functions, but also the number of users can be quickly and easily expanded. You can also start with a small, cost-effective cloud solution that can be cancelled at any time. Once you are satisfied with the system’s practicality, it is easy to switch to your company’s own server and expand the system. When you switch from the cloud to your company’s own server, all system settings, configurations, data, documents and processes are transferred.
On-Premises or Cloud. Select the operating mode.
On-Premises or Cloud – you can freely choose which variant you use. On-Premises means that otris matter is installed on a server in your company. With the Cloud variant, you access the servers of a secure data centre (located in Germany) and use the solution from there. In both cases, you work with the software via a web browser.
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Enhance our Matter Management Software for Legal Departments
A central, digital and structured file storage system – for many legal departments, even the basic functions are a major step forward in terms of digitalisation and collaboration. However, once you switch to digital, further possibilities open up for simplifying, improving and accelerating processes. Depending on your requirements, otris matter can be individually expanded.
Knowledge Management. Reusing Know-How.
With otris matter, you can store entire files, templates, texts or helpful formulations in a knowledge database. The stored knowledge modules help you to use know-how from completed processes for current tasks. The structured storage simplifies information research and increases the efficiency and quality of operational work. Example: The case worker can find both instructions on how to proceed with dunning procedures and templates for quickly creating the necessary letters in the knowledge database.
Legal Spend. Documenting activities and expenses.
The otris matter management software not only simplifies the operational work on a legal case, but also the administrative processes: With legal spend functions, you can record activities and time spent on each individual legal case. With the push of a button, you can generate reports that clearly show expenses and work performance.
Electronic Signature. Digitally sign documents.
The electronic signature makes it possible to legally conclude transactions based on digital documents. The integration of various e-signature solutions in otris matter simplifies the signature process. Legal transactions can be processed quickly and easily with the digital signature, regardless of location. After signing a document, you can use the digital folder in otris matter for storage.
Audit-proof archive. Certified and easy to use.
If desired, otris matter can integrate a digital archive component. Files that you have created in otris matter can be stored in the digital archive for an unlimited period of time. The archive component that can be integrated into otris matter is certified by KPMG according to IDW PS880 and fulfils the requirements of commercial and tax law (GoB, GoBS, GDPdU).
Matter management for special requirements
The variety of requirements for digital matter management is reflected in the feedback from our customers and interested parties. To meet specific needs in the best possible way, otris customers combine otris matter with other specialised solutions from the otris legal SUITE, our otris compliance SUITE or our otris privacy SUITE.
otris is your legal matter management provider – try it now!
Would you like to get to know a matter management software that increases transparency and efficiency? And is easy to use at the same time? Then we look forward to receiving your request for our free demo version. Optimise your matter management with otris software. Gain full control over your legal processes: from creation to processing and archiving. Contact us today!
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FAQs: Frequently asked questions
Which companies benefit from legal matter management?
Legal matter management systems are particularly beneficial for corporate legal departments, law firms and public institutions. They help to manage legal cases more efficiently, meet compliance requirements and improve collaboration between teams.
What are the advantages of a legal management system in software form?
A legal matter management system in software form offers numerous advantages. These include
- Increased efficiency: automated workflows and centralised data storage save time and reduce manual tasks.
- Improved collaboration: teams can work together more easily and transparently because all the relevant information is available in one place.
- Security and compliance: a legal matter management system helps to better meet legal requirements and compliance needs.
- Cost control: Optimised processes and better use of resources can reduce costs.
- Transparency and reporting: Detailed reporting and analysis functions enable better traceability and evaluation of legal processes.
How adaptable is the legal matter management software from otris?
otris matter management is highly customisable. You can choose from various software editions and add extensions as needed. In addition, otris offers customised solutions to meet specific requirements – from simple data field additions to complex interfaces to third-party systems.
What functions does otris matter have?
otris matter offers a variety of functions to increase efficiency and transparency in your legal department. The core functions include:
- Document management: Centralised storage and management of documents with easy access and structured storage.
- Task and Term management: Monitoring and management of important terms and tasks to ensure that no term is missed and all tasks are completed on time.
- Reporting and analysis functions: Creation of detailed reports and analyses that support decision-making and enable better traceability of legal processes.
In addition, otris matter can be combined with other legal solutions from the otris legal SUITE, thus offering a high degree of flexibility and adaptability to the specific requirements and processes of your legal department.
Can the otris Matter Management software be integrated into existing systems?
Yes, the otris Matter Management software can be seamlessly integrated into your existing systems. With open interfaces and flexible integration options, you can incorporate the software into your existing IT landscape and ensure a smooth flow of information.
