Managing Law Firm Risk and Compliance Virtually: How to Survive and Thrive Using Intapp Terms
July 7, 2020
Prior to the pandemic and subsequent mass migration of the legal industry to a remote business model, managing a firm’s contractual commitments to its clients typically resided at the firm’s headquarters. It made sense for firms to manage such commitments on site, because the office is purpose-configured to comply with the gamut of client-specific contractual obligations on data security and confidentiality; supports for mandates like secure printers, shredders, and governance for password-change protocols were already in place.
With no warning — nor any opportunity to replicate the office infrastructure supporting client commitment management teams in the home office environment — it’s difficult for firms to administer contractual obligations around data security and confidentiality effectively. The right technology can help, and Intapp Terms delivers impactful features designed to enable remote staff to maintain compliance with contractual obligations through powerful search capabilities, notification of compliance issues, and collaboration tools designed to improve business agility and maintain client service quality.
Read on to learn more about the features Intapp thinks are of increased benefit for a remote work force.
Enhanced Optical Character Recognition (OCR)
In version 4.7 (May 2019), Intapp simplified conversion to the OCR format. This includes better recognition of text, diagrams, and graphics that require categorization without the need to remotely install office scanners or OCR readers. This enhancement streamlines the process of preparing a PDF document for consumption in Intapp Terms; OCR can take place when the document is uploaded through the “Add Terms” interface when a document is not OCR-ready. If a user is unable to select text in a PDF after uploading, the user can select the “OCR Document” option on the gear-wheel menu on the Intapp Terms document tab.
Enriched Document Search Capabilities
The May 2020.2 Intapp Terms release introduces global search capabilities, meaning that users are able to run searches across all documents in the Intapp Terms database. This capability empowers users to delve deeper into the documents and templates both proactively and, particularly, retrospectively. When game-changing events surface — like client data storage in the cloud or new regulatory mandates — users can now perform a full global text search on concepts that were not previously categorized. Consider this example: Previously, cloud commitments were not categorized, so there was no way to know what client obligations were in effect with respect to cloud. In the May 2020.2 release, users can search for “cloud” and filter for documents “in effect” or narrow the search further to view only “outside counsel guidelines” to retrospectively locate the relevant records.
Automated Compliance Enforcement
At a minimum, most firms maintain data management repositories that collect and store information streams from various point solutions. In this instance, the data easily becomes stagnant because there is no way to surface information in context in a timely fashion to keep it fresh and dynamic over the lifecycle of the client relationship. By contrast, Intapp Terms is an integrated repository that is purpose-built to integrate with other systems to systematize compliance. For instance, if an associate has lost his or her laptop, the Intapp Terms management team can immediately run a search remotely on data security, breach notification, incident reporting, and other appropriate categories. From there, the team can export client name, category, time period, negotiation notes, internal correspondence, and agreements — all consolidated in a single record. Users can access this functionality on the Intapp Terms data tab across all clients to determine the controlling language for how and when to reach out to each client individually.
Improved Collaboration Tools
For entire teams to successfully work remotely, firms must focus on facilitating collaboration and eliminating business friction. Users are able to ask a colleague about a specific provision for a certain client, and that colleague is able to email the requestor a link that directs them to the precise answer inside the document — when the requestor opens the link, access to the requested information is instant. Users can also download documents in their native format, and send the document as a PDF or Microsoft Word document. If downloaded documents are subject to redaction, those restrictions are respected in the download, enabling the team to maintain the security of sensitive clauses. These features are designed to streamline collaboration and prevent frustration as staffers adjust to a virtual business model.
At Intapp, we’re committed to helping our clients succeed and thrive in these tumultuous times. We’re ready to help in ways that we know make a real difference: providing best-in-class technology, rich product features, and timely advice to support the transition to the new normal.
For more information and support, please post questions to the Intapp Client Community group for Intapp Terms. Intapp resources are available via the Community, along with feedback and interaction with other community members, who are happy to share use cases and practical advice.
View a series of Community of Success office hours providimg tactical support and assistance with moving to a virtual business model over the recent weeks. You can access OnePlace Risk & Compliance-related blogs and on-demand webinars, demonstrations, and office hours here.