Civil Case and Matter Management System

The Vendor is required to provide civil case and matter management system will support litigation management, claims management, document management, knowledge management, analytics, and integration with city systems.
- Requirement:
1. Case/matter management
• Consolidated case/matter database
• Matter creation templates with custom fields with automation
• Conflict checking and management
• Matter lifecycle tracking (e.g., open, pending, closed, archived)
• Case linking (e.g., related matters, contacts, documents, etc.)
• Customizable case/matter retention policies
• Integration with DMS
• Ability to track real property based information (e.g., assessor’s parcel number (APN), parcel identification number (pin))
2. Document management system (DMS)
• Secure document storage with version control and user access history
• OCR (either native OCR or 3rd-party plugins) and full-text search
• Document tagging, indexing, classification and categorization
• Secure collaboration tools (internal/external)
• Email management
• Customizable document retention policies
• Integrations with eDiscovery solutions for discovery (e.g., relativity collect)
• Scalable storage capacity
• Ability to utilize language translation and transcription technology
3. Knowledge management (km)
• Identify and manage organizational subject matter experts and knowledge assets
• Manage office-wide legal knowledge, training materials, including case files, research, precedents, legal briefs, opinions, and templates
• Facilitate the sharing of knowledge among individuals and legal teams
• Allow attorneys to quickly find and reuse prior work product
• Custom tagging, classification and categorization (e.g., matter type, jurisdiction, client)
• Ability to filter by practice area, jurisdiction, author, legal issues, etc.
• Advanced enterprise search, including leveraging AI to enhance retrieval and sharing of knowledge
• Role, user, field, and case/matter based security for sensitive information and to protect confidentiality/ethical walls.
• Track document usage, contributor activity, and popular content
4. Claims management system
• Public facing claims intake portal with capability to manage initial claim which may transition into a lawsuit
• Track claim documents, deadlines, communications, and claims review process
• Integration with city’s proprietary financial management system (FMS)
• Provide predictive analytics (e.g., estimating claim payout likelihood or costs)
• Generate automatic notifications to claimants
• Evaluate claim trends, performance metrics, and financial impact.
• E-signature integration
5. Client and contact management
• Centralized contact and client database
• Relationship mapping (e.g., clients, attorneys, third parties)
• Communication logging (e.g., calls, emails, meetings)
• Client intake and conflict check workflows
• Customizable contact fields
6. Time tracking and billing
• Timer-based and manual time entry
• Matter-specific billing rates and rules
• Bill generation and approval workflows
• Billing compliance rules per client
• Expense tracking, payment, and reimbursement features
7. Calendar and task management
• Shared calendars (e.g., firm-wide, team, individual)
• Integrated court rule-based calendaring
• Task delegation, tracking, and reminders
• Integration with outlook and google calendar
• Critical date and workflow tracking with alerts/ticklers.