Network Rail transforms corporate legal matter management with Intapp Documents for Corporate Legal

In consultation with Konexo Global, Network Rail’s in-house legal team deployed the Microsoft 365–based matter management solution to transform a previously disconnected system and leverage data-driven insights.

Network Rail owns, operates and develops Britain’s railway infrastructure. Its responsibilities include keeping passengers and freight services moving, and keeping the public safe. It is focused on developing and maintaining the core physical infrastructure of the network, and ensuring efficient management of its assets.

Network Rail’s 40-strong legal team works from locations that span the length of the British mainland. The department’s diverse remit covers health and safety, procurement and commercial contracts, as well as property and environmental matters. To fulfill some of these commitments, the legal team outsources work to a panel of law firms via contracts it monitors for efficiency and value.

Replacing a disconnected system

Until mid-2020, Network Rail’s legal matter management activities were fragmented. Although the company had invested in a dedicated matter management system, the software’s user interface proved unintuitive, which hampered adoption.

“Teams were using various workarounds, including storing everything locally in Microsoft Outlook,” said Kate Maton, Network Rail’s Legal Operations Manager.

“Users have really taken to the new system. Legal professionals go out of their way to tell us it’s been transformational for them. That’s down to the ease of use, and the fact that they can easily find everything they need.”


Kate Maton, Legal Operations Manager, Network Rail

If someone was out sick or traveling away from the office, the latest matter-related email threads and document versions became inaccessible. The lack of consistency in legal information management also prevented visibility across operations.

“As long as everyone was doing their own thing, we couldn’t spot trends or anomalies in our activity across the regions, or be smarter in our spending — something we’re under continuous pressure to do,” Maton noted.

Leveraging Microsoft 365 investments

Recognizing the need for change, the Network Rail legal team issued an RFP for a better solution. The legal operations team also sought recommendations from industry peers. Konexo Global — the legal and compliance-services arm of Eversheds Sutherland, one of Network Rail’s panel law firms — suggested Intapp. Konexo provides advisory services around the Intapp Documents for Corporate Legal solution, which Eversheds Sutherland’s legal practitioners helped shape.

Network Rail employs around 40,000 people — most of whom already use Microsoft products, including Microsoft Outlook — and the company had recently invested in Microsoft 365. The company could consolidate its matter management within the same familiar platform and increase its return on this investment with Intapp Documents for Corporate Legal.

Making insight-informed decisions

With Intapp Documents for Corporate Legal, filing the latest information and documents in the proper place becomes second nature. The Intapp system prompts users to save emails and attachments, or send and tag them for future reference.

The legal operations team also gained access to valuable data-driven insights, thanks to the solution’s Microsoft Power BI–based matter analytics, which the Intapp software displays in intuitive, customizable dashboards for easy interpretation.

“We can drill down into the volume, spread, and type of matters we’re working on, and see what’s happening by region,” Maton explained. “This means we can quickly identify trends, peaks, and anomalies in activity, then look more closely at what’s going on.

“With the data, we can make smarter and more strategic decisions,” Maton continued. “For example, do we need to target some training, redistribute workloads, or reprioritize matters based on what’s genuinely urgent?”

Once Network Rail’s legal operations team has used Intapp Documents for Corporate Legal to analyze more data, the team’s ability to make insight-informed decisions will grow significantly.

“One area we’ll be paying close attention to is how we instruct and make use of our panel firms,” Maton said. “By the time current contracts are up for renewal, we’ll have at least 4 years’ data to draw on, which will help us improve the focus of our spending and determine how we package our work.”


Delighting users and boosting adoption

Within just 2 months of deploying Intapp Documents for Corporate Legal, Network Rail had already handled 800 open legal matters through the system. “The uptake has been incredible,” Maton explained. “In fact, when we took the Intapp system offline briefly to update something, queries were quickly raised about where Intapp had gone. That’s how integral it is already to the way our legal people work.”

Network Rail’s legal team says it couldn’t be in better hands. “The people at Intapp are very responsive and very professional,” Maton concluded. “We went live in the middle of the COVID-19 pandemic, so we’ve had a lot to cope with. But, once the dust settles, we look forward to discovering more of the features we’re not fully exploiting yet, including Intapp Teams capabilities, which look very interesting.”

Executive Summary

Network Rail’s 40-person team moved to Intapp Documents for Corporate Legal, a Microsoft 365–based matter management solution. Team leaders report that the solution has been transformational for their legal professionals because of its ease of use and data-driven insights.

Challenges

  • Legal matter management activities were fragmented, impeding efficiency and continuity
  • Lack of consistency in information flows for the delivery of legal services prevented a visibility across operations, hampering the ability to spot trends and anomalies, or identify spending insights

Results with Intapp

  • Improved efficiency and productivity: End-to-end legal content management — and properly filed information and documents — becomes second nature thanks to the solution’s intuitive interface.
  • Faster, better-informed decisions: Professionals make smarter, insight-driven decisions, assisted by the solution’s Microsoft Power BI–based matter analytics.

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