In my role as GC, I have historically used a case management system for one thing and one thing only–managing large-scale, document-intensive litigation. Now the term case management is used to not only describe the management of litigation documents, but also the management of all the elements involved in an individual matter, which can also be referred to as matter management. In this column I will address the differences between case management and matter management and highlight the value associated with each system.

Traditional Case Management: What is it?

Put simply, case management refers to managing cases. As a GC for many years in the tobacco industry, I am most familiar with managing extremely large mass tort litigation, which differs greatly from the majority of lawsuits filed. When managing large litigation, such as class action suits, you often have teams of lawyers at different firms coordinating the management and defense of the cases. The volume of paper and electronic documents for these types of cases can be overwhelming and therefore warrants a substantial software solution to handle the sheer magnitude.

Having all counsel use one central repository instead of separate firm sites is necessary for storing all legacy company data and any new data pertaining to the lawsuit. Additionally, one separate repository decreases costs compared with maintaining multiple systems. A system with extensive search capabilities for housing exhibits, transcripts, expert profiles, expert testimony, pleadings, medical records and other key case documents is crucial, and the better the search capabilities, the more time saved. Giving both inside and outside counsel secure 24/7 access to an online system that enables them to collaborate on strategies, research and approaches when preparing for litigation can be another advantage of a case management system. It is also beneficial for counsel to communicate with each other through encrypted email and have the ability to run a multitude of reports and keep up with court deadlines through docketing capabilities.

Large-scale litigation differs from other types of litigation and involves a distinct set of requirements, especially when it comes to the technology used to manage the cases. Some factors to consider are: which search capabilities will help you save time, best practices for running critical reports and setting up the necessary security for email and online system access.

Matter Management: How it's different.

You often hear people refer to a case management system when they are really describing a matter management system. Are they really that different? The short answer is yes. Matter management systems are valuable resources and used more widespread than the type of large-scale case management systems I am accustomed to. A matter management system allows you to run thorough conflict checks across all of a company's or firm's current matters for ethical and business conflicts of interest before a matter is ever opened. The system allows you to open a client/matter number or billing number and assign the attorneys and other timekeepers to the case. A matter management system is typically accessed by fewer people in an organization than a case management system and may have tighter controls so data that could potentially affect the matter's specifics, such as name, billing number and billing rates, cannot be changed.

Electronic billing is another significant feature of a matter management system. It allows you to track the time associated with a specific matter. In addition, a GC can monitor and enforce outside counsel's compliance with previously set billing guidelines to improve the internal efficiency of the legal bill review and approval process. Electronic billing can often shorten the billing cycle too, since the data is tracked electronically in an automatic fashion. Plus, financial reports can be generated from a matter management system, showing how many hours have been billed to a matter and which attorneys, paralegals and support personnel have worked on the matter and in what capacity.

Setting up a matter management system allows you to store and access a wide variety of information from billing numbers to billing rates to running financial reports and sending electronic bills, which are all useful when organizing matters.

Whether you need a case management system for large-scale litigation or a matter management system for tracking matter-specific information, it is important to find a solution that meets your organization's needs. For large-scale case management, look for a system that can run powerful searches, produce needed reports and save you time in your current processes. For matter management, make sure you find a solution that allows you to access all needed matter information, generates needed financial reports for your organization and tracks all billing information in a way that suits your needs. Both systems serve a valuable purpose to an organization and function in distinct ways.

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In my role as GC, I have historically used a case management system for one thing and one thing only–managing large-scale, document-intensive litigation. Now the term case management is used to not only describe the management of litigation documents, but also the management of all the elements involved in an individual matter, which can also be referred to as matter management. In this column I will address the differences between case management and matter management and highlight the value associated with each system.

Traditional Case Management: What is it?

Put simply, case management refers to managing cases. As a GC for many years in the tobacco industry, I am most familiar with managing extremely large mass tort litigation, which differs greatly from the majority of lawsuits filed. When managing large litigation, such as class action suits, you often have teams of lawyers at different firms coordinating the management and defense of the cases. The volume of paper and electronic documents for these types of cases can be overwhelming and therefore warrants a substantial software solution to handle the sheer magnitude.

Having all counsel use one central repository instead of separate firm sites is necessary for storing all legacy company data and any new data pertaining to the lawsuit. Additionally, one separate repository decreases costs compared with maintaining multiple systems. A system with extensive search capabilities for housing exhibits, transcripts, expert profiles, expert testimony, pleadings, medical records and other key case documents is crucial, and the better the search capabilities, the more time saved. Giving both inside and outside counsel secure 24/7 access to an online system that enables them to collaborate on strategies, research and approaches when preparing for litigation can be another advantage of a case management system. It is also beneficial for counsel to communicate with each other through encrypted email and have the ability to run a multitude of reports and keep up with court deadlines through docketing capabilities.

Large-scale litigation differs from other types of litigation and involves a distinct set of requirements, especially when it comes to the technology used to manage the cases. Some factors to consider are: which search capabilities will help you save time, best practices for running critical reports and setting up the necessary security for email and online system access.

Matter Management: How it's different.

You often hear people refer to a case management system when they are really describing a matter management system. Are they really that different? The short answer is yes. Matter management systems are valuable resources and used more widespread than the type of large-scale case management systems I am accustomed to. A matter management system allows you to run thorough conflict checks across all of a company's or firm's current matters for ethical and business conflicts of interest before a matter is ever opened. The system allows you to open a client/matter number or billing number and assign the attorneys and other timekeepers to the case. A matter management system is typically accessed by fewer people in an organization than a case management system and may have tighter controls so data that could potentially affect the matter's specifics, such as name, billing number and billing rates, cannot be changed.

Electronic billing is another significant feature of a matter management system. It allows you to track the time associated with a specific matter. In addition, a GC can monitor and enforce outside counsel's compliance with previously set billing guidelines to improve the internal efficiency of the legal bill review and approval process. Electronic billing can often shorten the billing cycle too, since the data is tracked electronically in an automatic fashion. Plus, financial reports can be generated from a matter management system, showing how many hours have been billed to a matter and which attorneys, paralegals and support personnel have worked on the matter and in what capacity.

Setting up a matter management system allows you to store and access a wide variety of information from billing numbers to billing rates to running financial reports and sending electronic bills, which are all useful when organizing matters.

Whether you need a case management system for large-scale litigation or a matter management system for tracking matter-specific information, it is important to find a solution that meets your organization's needs. For large-scale case management, look for a system that can run powerful searches, produce needed reports and save you time in your current processes. For matter management, make sure you find a solution that allows you to access all needed matter information, generates needed financial reports for your organization and tracks all billing information in a way that suits your needs. Both systems serve a valuable purpose to an organization and function in distinct ways.

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