Matter Management System

The vendor is required to provide a case and matter management system or software solution designed to streamline and automate the management of legal cases and matters within the law department, office of student protections and possible other legal entities such as outside counsel.
- Objectives
• Centralized matter tracking: provide a centralized system to manage all matters, including litigation, contracts, compliance, and other legal activities. 
• Document management: enable secure storage, retrieval, and version control of documents related to each matter. 
• Deadline management: implement tools for tracking key dates and deadlines, with automated alerts and notifications. 
• Reporting and analytics: develop robust reporting features to provide insights into matter status, workload distribution, and other key metrics. 
• User management and access control: set up role-based access controls to ensure appropriate levels of access to information. 
• Integration: ensure seamless integration with existing systems (e.g., google workspace) 
• training and support: provide training to users and ongoing technical support post-implementation.
- Requirement:
• Case and matter management
o Case and matter tracking
o Matter creation and organization
o Case assignment
• Document management
o Document storage
o Document sharing and collaboration
• Outside counsel spend and settlement tracking
o Spend tracking
o Settlement tracking
• Client and contact management
o Client database
o Conflict checking
o Client communications
• Task and workflow management
o Task assignment and tracking
o Workflow automation
o Reminders and alerts
• Calendar and docket management
o Court dates and deadlines
• Reporting and analytics
o Performance metrics
o Customizable dashboards
o Data visualization
• Compliance and security
o Data security
o Access control
o Compliance management
• Integration and API
o Potential integrates with other software systems (DocuSign, google workspace)
o APIs
• Data migration plan
o Develop plan for migrating existing data into new system
o Conduct data validation and verification post-migration
• Support and training
o User support
o Training programs
• Number of users: approximately 125
o Attorneys
o Legal administrators
o Investigative staff
o Outside counsel. 
- Contract Period/Term: 1 year