Legal - SmartDigitalVault

The SmartDigitalVault is a turnkey, hosted web-accessible secure repository containing PDFs of legal records. The SmartDigitalVault combines a “best practices” Records Classification System, world class technology that scales to hundreds of thousands of records, and an intuitive web interface with powerful productivity tools that enables users to extract business intelligence from legal records. This solution has a rapid ROI and significantly improves operating efficiencies while reducing legal risks and expenses. The SmartDigitalVault can be deployed department by department across an enterprise and can be up and running in a few weeks.   Records Classification System The Records Classification System is a set of best practices for organizing legal records based on decades of legal experience handling large complex transactions. The Records Classification System contains a filing map with a cabinet and folder structure that replicates how records are currently stored, and index fields to capture key values that can be used for sorting and filtering records. For instance, for a Hotel Operations Module, the index fields could include the Hotel Name, Franchise Brand, Type of Permit, Party to a Lease, and other appropriate fields. The Records Classification System can be quickly and easily modified to add index fields and values for each department’s particular needs.  Drop-down lists based on input from customers can be created so that indexing records can be done more rapidly and with reduced errors compared to typing in the values. Modules The SmartDigitalVault is deployed in “Modules”, a pre-configured Records Classification System for a particular legal need. Modules have been developed for Hotel Operations, Real Estate Portfolio, Entity Management, Public Company, Mortgage Licensing and Compliance, Private Equity Funds, Portfolio Companies, and other specific legal records management needs. New Modules can be quickly created to meet customer demands. Intuitive User Interface Powerful software should be easy to use, and the SmartDigitalVault has been designed so that a 30 minute Webinar is all it takes to learn how to operate it. There is powerful functionality the SmartDigitalVault: Search and Navigation Tools These tools allow users multiple methods to instantly find any record: Full Text Search - Every record is put through an OCR (Optical Character Recognition) process, so you can search for any word (not just “key words”) in every record in the SmartDigitalVault. When a record is found as the result of a search and opened, the search term is automatically transferred to the Adobe Reader viewer and each instance is highlighted in the record Filter - Every record has multiple index fields that are used to sort and filter records, enabling users to sort records by any index field such as party, borrower, execution date or expiration date. There are two levels of filtering to allow for complex analysis of records Always-On Filter - Enables a user to select a single index field to create a “virtual folder” for a reporting entity (example: select the name of a hotel to see only records for that hotel throughout the SmartDigitalVault) Filing Map - Intuitive cabinet and folder feature for viewing records in a familiar structure Sort Column Display - Display can be sorted up or down by any column