The Database

The maintenance of the LAW Database is the core object of the software which extends throughout the system. For example, the posting of both time and financial transactions update the database. There are no real divisions in the software but it is convenient to regard the programs as being grouped into the following modules in order to meet the specialist needs of the solicitor:-
  • Database Enquiries
  • Database Maintenance with File Tracking and Administration
  • Legal Accounting, Invoicing and Cheque Production
  • Time Recording, Management Information and Billing Guide
  • Client Care/Terms of Business Letters
  • Reports, Standard Letters
  • Mailshots and Marketing
  • Quality Control
  • Library
  • Strongroom
It is outside the scope of this overview to give a full description of these modules, but a summary is given on the following pages. WordLAW document production & management and Curat Lex Case Management are dealt with in a separate pages.

The software is accessed through a logical series of menus and is very easy to use. Help screens are available which can be amended to reflect any particular requirements of the firm. Furthermore, data entry is validated where appropriate and meaningful messages displayed if an error is detected.

Database Enquiries

All users have access to the two database enquiries options of:-

  • Enquiries on Files
  • View Database
These options make use of the integrated nature of the LAW Database to enable the user to 'stand' in the middle of the database and look all around at the data.

Enquiries on Files takes the user direct (usually by entering the file number) to a specified file and then gives the following options from one menu:-

  • Details & Terms
  • Financial Data
  • Client Details
  • View Postings
  • Time Records
  • Incidentals
  • Quality/Case Synopsis
  • Previous Terms.
View Database enables the user to select a client or contact from various criteria, but usually by selecting the name from a list and then accessing a similar menu to that for files.

A number of useful print outs of data can also be obtained. These are not lengthy reports but, for example, a print of the ledger or time transactions on a given file.

Database Maintenance with File Tracking and Administration

Database Maintenance deals with the creating and amending of client and contact records (and connections between them) as well as file records. Multi-matter files, which can be useful in certain circumstances, are provided for. Files can be closely tracked during their entire existence so that at all times it is known who is holding a file or where it is stored. A Property Register is automatically maintained from the file records. File Administration handles the deadening, putting into store and eventual physical destruction of files.

Analysis codes may be entered for use in selecting clients or contacts for mailshots or marketing letters. Clients may be put into groups, and the source of new clients analysed. When new clients or contacts are set up the system searches for matching existing clients and conflicts to cut down the risk of duplication and also of acting on both sides in a matter. Within Sovereign LAW, cost centres are used to group together files which have common banking arrangements. This will usually correspond to offices within the practice. Clients are not restricted to one cost centre and thus can have files dealt with at a number of offices. Contacts can be converted into clients. This is useful if for example the director of a client company who is originally set up as a contact subsequently instructs the firm in his or her own right.

An audit trail of additions to the database can be printed out automatically on the firm's central report printer. This is a valuable means of supervising those responsible for database maintenance.

A utility option to maintain the various module parameters, such as cost centres, departments, fee-earners, charge rates and matter and work types, is also provided. This is usually the responsibility of the appointed system manager.

Client Care/Terms of Business Letters

This module enables letters to be generated to clients automatically when files are opened, or relevant details (such as the identity of fee-earners or their charge rates) are amended, in order to comply with Practice Rule 15.

The client database handles concepts such as:-

  • Carer; "the person to approach in the event of any problem with the service provided"
  • Fee-earner 1; "the principal responsible for the overall supervision of the work"
  • Fee-earner 2; "the person responsible for the day-to-day conduct of the matter"
  • Fee-earner 3; the clerk or personal assistant "who will also be familiar with the file"
  • Charge rates for the various fee-earners
  • Interim bill frequency
  • NBI Limit, the pre-set limit for not billed items, which, if exceeded, triggers an interim bill in any event
Depending on the criteria selected by the fee-earner when the file is opened the letters deal with all the above points and many more to provide comprehensive information to the client. Where the Legal Aid statutory charge applies, the system can be instructed to produce an extra letter to the client on this topic.

The automatic production of these letters ensures compliance with the Practice Rule, forms the basis of quality control and saves a lot of secretarial time. File labels may also be printed, thereby saving further time.

Strongroom, viz. Wills, Deeds, Securities and Grants

This module constitutes a comprehensive database of strongroom items, which again is fully integrated with the client database. Items are usually located through the client record by selection from a list, but they are also individually indexed on the name of the testator, address of the property etc. together with up to four executors/joint owners thereby providing comprehensive search facilities. Temporary deeds, which must be linked to a file, are provided for. This is a useful means of keeping track of deeds which come into and go out of the office during the course of a matter.

Mailshots and Marketing

Clients can be analysed in various categories using the Report Generator and marketing “mailshots” sent out automatically. For more sophisticated marketing techniques, their is an optional marketing database which integrates with the standard one.