CMS

CMS Rui Pena & Arnaut is a law firm that dates back to 1964 and is firmly established in the Portuguese market
CMS Rui Pena & Arnaut is a law firm that dates back to 1964 and is firmly established in the Portuguese market. Renowned for its proficiency, professionalism and thoroughness, CMS RPA builds long-term relationships with its Clients which are based on trust and transparency.

CMS RPA works to provide reliable, ethical and legally correct solutions for Clients while striving to be creative, competitive and efficient. Drawing on its multidisciplinary expertise, CMS RPA organises it s work teams to take account of individual Client requirements. This includes predicting likely scenarios and anticipating potential problems.

The goal is to provide quality legal and tax advice and contribute to the successful pursuit of Clients’ business objectives. With a strong presence in the Portuguese market, CMS RPA is part of CMS, one of the largest world legal and tax service providers. CMS~s wide range of jurisdictions and experience strengthens and supports CMS RPAs capacity, offering strategic added-value for our clients.

With 2,800 legal professionals across the world, working in sector-based teams and trained in project management, CMS focuses is on the clients and fulfilling their objectives. From major multinationals and mid-caps to enterprising start-ups, CMS provides the technical rigour, strategic excellence and long-term partnership to keep each client ahead whatever its chosen markets. CMS RPA won the prestigious Chambers Europe Award for Excellence Client Service Law firm of the year 2012.

Challenges

As a law firm, CMS RPA sends and receives thousands of emails each day with their clients and colleagues around the world. Email is a critical business process and, therefore, its management is a high priority for the firm’s IT team. Over the years, the firm has accumulated gigabytes of email and associated attachments every day with the volume doubling every year.

As a result, vast numbers of emails are produced which need to be filed in a consistent and reliable manner against the related case. Historically, the legal team would send cc to everyone involved and save the email on a network drive. When the case was closed, case specific emails were moved to another network drive and team members would also leave copy in their inbox, to be on the safe side. There was no way to declare an Email as a record and subject to retention policies.

This process was resource intensive and unproductive and lawyers could never be certain that all case-related emails had been filed to a central location. Moreover, searching was difficult and the results could be very limited.

Challenges

  • Gigabytes of email and associated attachments accumulated each day, with the volume doubling every year
  • Time consuming and resource intensive process of saving case-related emails
Solutions

  • Knowledgemill Email Filer
Results

  • More efficient way of filing and searching through case-related emails
  • Case-related emails are managed using a disciplined process
  • Automated management of case-related emails from cradle to grave

Solution

Typically, companies deal with growing business demands by adding hardware, software and business processes, and inadvertently adding layer upon layer of complexity for their users. However, at RPA, IT and the firm’s management wanted to simplify the user experience, not make it more complicated. This was the primary reason for choosing KnowledgeMill’s Email Filer.

Helder Santos, IT Manager, says “Our main goal was to simplify our users’ lives and improve collaboration between them. Simplicity starts with understanding the problem and delivering an easy to use solution. But to truly simplify your users’ lives we have to deliver great applications. KnowledgeMill is one of those applications, simple to understand and use, with great results”.

Results

Better collaboration – every case team is completely up-to-date at all times, without ever having to copy or forward emails to colleagues.

Integration with other core business systems – KnowledgeMill integrates with SAP, ensuring that emails are filed to centrally managed cases.

Saving time and effort – KnowledgeMill provides an easy but effective way of 6ling case-related emails and comprehensive searching and filtering capabilities to get important information quickly.

Better collaboration – every case team is completely up-to-date at all times, without ever having to copy or forward emails to colleagues.

Simplicity of adoption – Because KnowledgeMill works intuitively just like a part of Outlook, and because filing is mostly automatic, users have no problem learning to use it and there is little cultural change.

With its introduction of KnowledgeMill, RPA has automated the management case-related emails from cradle to grave, complying with regulatory and client requirements for data retention.

Implementation of enterprise content management strategy – “with its introduction of KnowledgeMill, RPA has automated the management case-related emails from cradle to grave, complying with regulatory and client requirements for data retention”. – Helder Santos, Head of IT.

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