Legal Case and Document Management System

Stateof-the-art legal case and document management system including but not limited to legal case and document management, contract and other legal file management, claims review, and reporting, with integration with Microsoft Office 365, including the Outlook Email and Calendar, and Adobe Acrobat Pro.
- Solution shall meet the following requirements, at a minimum:
• The proposed solution shall be provided in a secure, vendor-hosted cloud environment. The proposer shall identify the hosting environment, hosting provider, data center location(s),
applicable security controls, and any additional costs associated with hosting.
• Migrate all existing CityLaw data, including matters, associated documents, metadata, and other applicable matter information, to the proposed system.
• The proposer shall describe its migration methodology, validation process, and any limitations or City responsibilities associated with the migration.
• Integrate with Microsoft 365 applications, including Outlook, Word, Excel, and Teams, as applicable to the proposed solution.
• Integrate with e-signature platforms for contracts, including DocuSign (preferred) and Adobe Acrobat Sign, or equivalent e-signature platforms.
• Provide entry of new matters and support custom fields including Legal Services Request (LSR) number or case name, assigned attorney(s) and support staff, City department and department contact, third-party/outside contacts, date received by CAO, due dates (including initial review dates by attorney/staff, requested deadline, and deadlines based on established key performance indicators (KPIs), i.e., 10- and 15- business days for city form and vendor contracts, respectively), type/category of legal matter, retention category, and priority and confidentiality levels.
• For litigation matters, support custom fields for assigned court(s), case number, litigation type, party type, outside counsel (if applicable), and disposition of case.
• Provide separate dashboards of pending transactional and litigation matters and role-specific dashboards (i.e., City Attorney, Deputy City Attorney, Assistant City Attorney, or Legal Services Supervisor, displaying matters for assigned staff).
• Provide workflow, including assignments of tasks, due dates, and progress tracking (including past due items).
• Integrate with Microsoft Outlook for calendaring and email management, including bidirectional synchronization of applicable calendar items and the ability to send emails from the system and save emails and attachments from Outlook to the applicable matter.
• Provide automated calculation and tracking of litigation deadlines, including statute-oflimitations dates, court deadlines, hearing dates, and other significant dates, based on configurable rules and applicable court requirements.
• Provide a central repository with configurable folder structures based on matter or case name, legal services request (LSR) number, City department, department contact, and matter type.
• The proposed solution shall provide a minimum of 500 GB of storage capacity, with the ability to increase storage capacity as needed to accommodate future data growth
• The proposer shall identify the storage capacity included in the proposed pricing, applicable
storage limitations, and the cost for additional storage.
• Provide full-text search across all file types, including PDFs and scanned images.
• Offer advanced filters (date, author, LSR number or case name, matter type, department, department contact, retention category).
• Accept documents from email, scanners, desktop applications, mobile devices, and other supported integrated systems.
• Provide automatic optical character recognition (OCR) for scanned documents to enable fulltext searching within the system. The proposer shall identify any limitations, supported file types, accuracy considerations, or additional requirements associated with the OCR functionality.
• Link and upload documents to matter or case name, or LSR number.
• Provide version-controlled templates for legal documents such as contracts and pleadings.
• Support real-time co-authoring of legal documents.
• Provide redline comparison tools for contracts, ordinances, resolutions, and other legal documents.
• Provide functionality to identify, segregate, restrict access to, and protect privileged or confidential materials, including materials that may be excepted from disclosure under the Texas Public Information Act.
• Include redaction tools and export packages for responses to public information requests.
• Provide role-based permissions (City Attorney, Deputy City Attorney, Assistant City Attorney,
Legal Services Supervisor, Paralegal, and Legal Assistant).
• Encrypt data at rest and in transit.
• Provide secure external-sharing options with expiration dates and access tracking.
• Support automated retention schedules aligned with applicable Texas retention laws and rules and local retention ordinances and policies.
• Allow suspension of destruction for litigation holds or public information requests.
• Provide secure portals for outside counsel.
• Support granular access restrictions for sensitive matters (litigation, personnel matters), thereby allowing controlled access to specific matter folders without exposing the full system.
• Provide secure remote access to the platform through supported web browsers and/or approved mobile devices.
• Offer customizable reporting tools for workload metrics, matter volume by attorney, City department or department contact, or matter type.
• Provide training modules for onboarding, advanced search, and records retention compliance.
• Supply user manuals, quick reference guides, and administrator manuals.
• Integrate with Microsoft SharePoint and/or Microsoft OneDrive to support document availability, collaboration, and protection against data loss. The proposer shall identify the specific integration capabilities provided.