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Matter Man­age­ment
soft­ware from otris

Simple re­search
Auto­mated mon­it­or­ing of dead­lines
Cent­ral­ised doc­u­ment man­age­ment
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Trans­par­ency and se­cur­ity
in Legal Matter Man­age­ment

Legal de­part­ments handle many matters in par­al­lel – in­volving dif­fer­ent stake­hold­ers, doc­u­ments, dead­lines and co­ordin­a­tion pro­cesses. Legal Matter Man­age­ment from otris brings all rel­ev­ant in­form­a­tion to­geth­er in digital matter files and creates trans­par­ency across ongoing legal matters.

A Legal Front Door com­ple­ments the process from the outset: busi­ness de­part­ments submit legal re­quests cent­rally and in a struc­tured way, al­low­ing new matters to be created more quickly and pro­cessed with the right in­form­a­tion.

Clas­si­fy legal re­quests clearly. Review, pri­or­it­ise and assign matters to the right person.

Manage matters trans­par­ently. Keep dead­lines, tasks and pro­cessing statuses in view at all times.

Manage doc­u­ments se­curely. Store files cent­rally, find them quickly and doc­u­ment them trace­ably.

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Legal Matter Man­age­ment: Basic Ele­ments

With the basic ele­ments of the solu­tion, you can es­tab­lish secure and user-friendly claims man­age­ment in your company. Ex­ten­sions and cus­tom­isa­tions in­crease the range of func­tions. The ul­ti­mate goal: a solu­tion that pre­cisely meets your re­quire­ments.

Digital matter file

The digital matter file is at the heart of the solu­tion. For each new matter, you create a digital file in which all in­form­a­tion is stored in a struc­tured way. Re­quests sub­mit­ted via a Legal Front Door can be trans­ferred dir­ectly into a matter. Doc­u­ments can be opened dir­ectly in the ap­plic­a­tion without switch­ing media.

Search and Find

The in­teg­rated search func­tions in otris matter enable you to ef­fi­ciently search the keyword dir­ect­ory. You can quickly find all files on a topic, all files on ‘your cases’ in a defined period or all files that have reached their de­le­tion dead­line. If needed, you can also search all doc­u­ment content using the OCR full-text in­dex­ing.

Col­lab­or­a­tion

With otris matter, you can easily share in­form­a­tion and doc­u­ments in the matter file with col­leagues and ex­tern­al parties such as lawyers or experts. The cum­ber­some copying and dis­tri­bu­tion of files is no longer ne­ces­sary. All parties in­volved have browser-based access to the shared digital files.

Dead­line mon­it­or­ing

With the auto­mated dead­line mon­it­or­ing func­tion in otris matter, you can in­crease se­cur­ity when pro­cessing time-crit­ic­al op­er­a­tions. The system no­ti­fies the re­spons­ible em­ploy­ees in a timely manner by e-mail and, if ne­ces­sary, starts a re­mind­er work­flow to ensure that im­port­ant dead­lines such as ob­jec­tion or de­le­tion dead­lines are met.

Track changes

otris matter auto­mat­ic­ally logs all changes to digital files. This means that you can always see when and by whom data, doc­u­ments or com­ments were added, changed or deleted. This seam­less change track­ing ensures com­plete trans­par­ency and trace­ab­il­ity of all pro­cesses in your legal de­part­ment.

Se­cur­ity and Space Savings

Paper files require phys­ic­al storage space and are prone to loss or de­struc­tion. Digital files, on the other hand, only require a data­base – on your company server or in the cloud. With otris matter, you can protect your digital files with auto­mat­ic­ally gen­er­ated back-ups on sep­ar­ate servers.

„In par­tic­u­lar, the option of com­bin­ing Con­tract and in­vest­ment man­age­ment with a legal matter ex­ten­sion con­vinced us.“

Carola Bereu­ter
Finance and Legal Affairs, Dop­pel­mayr Seil­bahnen GmbH

Why you should rely on Matter Man­age­ment Soft­ware from otris

otris matter makes the man­age­ment of legal matters more ef­fi­cient and pro­duct­ive. Digital file man­age­ment re­places time-con­sum­ing paper files and offers cent­ral­ised and clear in­form­a­tion storage. Our tailor-made solu­tions fa­cil­it­ate the trans­ition to digital files and support your fa­mil­i­ar filing struc­tures.

otris brings many years of ex­per­i­ence and a deep un­der­stand­ing of the needs of cor­por­ate lawyers to the table. Our soft­ware sup­ports your fa­mil­i­ar filing struc­tures and meets the spe­cif­ic re­quire­ments of your Di­vi­sion. After im­ple­ment­ing otris matter, your legal Di­vi­sion will benefit from nu­mer­ous ad­vant­ages. Digital file man­age­ment sim­pli­fies op­er­a­tion­al work, in­creases trans­par­ency and se­cur­ity of all pro­cesses and ensures a sig­ni­fic­ant in­crease in ef­fi­ciency. In ad­di­tion to its high tech­nic­al quality, otris matter im­presses with fea­tures that go far beyond pure func­tion­al­ity:

Us­ab­il­ity. Simple and in­tu­it­ive.

Simple us­ab­il­ity through a well-thought-out soft­ware in­ter­face is the top pri­or­ity in all otris de­vel­op­ments. Despite the wide range of func­tions, working with otris matter is very easy to learn. The ex­cel­lent us­ab­il­ity of the matter man­age­ment soft­ware min­im­ises the learn­ing curve for new users and thus in­creases user ac­cept­ance after im­ple­ment­a­tion.

In­teg­ra­tion. Smooth and plat­form-in­de­pend­ent.

otris matter is a browser-based ap­plic­a­tion that doesn’t need to be in­stalled on the user’s work­sta­tion. The matter man­age­ment system is plat­form-in­de­pend­ent and can be easily in­teg­rated into your IT en­vir­on­ment. Stand­ard­ised in­ter­faces enable seam­less com­mu­nic­a­tion with ex­ist­ing systems. The web browser makes it easy to work with the system, manage it and cus­tom­ise the pro­gramme in­ter­face.

Range of Func­tions. Cus­tom­is­able Stand­ard Soft­ware.

In order to adapt the range of soft­ware func­tions to spe­cif­ic re­quire­ments, com­pan­ies choose one of the three soft­ware edi­tions and combine ex­ten­sions as needed. If ad­di­tion­al re­quire­ments arise that are not covered by the stand­ard range of func­tions, otris offers cus­tom­ised solu­tions. From simple data field ex­ten­sions to complex in­ter­faces to third-party systems – the ar­chi­tec­ture of otris matter is so flex­ible that even ex­tens­ive cus­tom­isa­tions can be im­ple­men­ted with a man­age­able amount of effort.

Scalab­il­ity. Easy to expand.

Start at the de­part­ment­al level and gradu­ally roll out the matter man­age­ment system across the entire company – with otris matter, this is no problem at all. Not only the range of func­tions, but also the number of users can be quickly and easily ex­pan­ded. You can also start with a small, cost-ef­fect­ive cloud solu­tion that can be can­celled at any time. Once you are sat­is­fied with the system’s prac­tic­al­ity, it is easy to switch to your company’s own server and expand the system. When you switch from the cloud to your company’s own server, all system set­tings, con­fig­ur­a­tions, data, doc­u­ments and pro­cesses are trans­ferred.

On-Premises or Cloud. Select the op­er­at­ing mode.

On-Premises or Cloud – you can freely choose which variant you use. On-Premises means that otris matter is in­stalled on a server in your company. With the Cloud variant, you access the servers of a secure data centre (located in Germany) and use the solu­tion from there. In both cases, you work with the soft­ware via a web browser.

otris matter ensures clear struc­tures in your legal matter man­age­ment.

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Enhance our Matter Man­age­ment Soft­ware for Legal De­part­ments

A central, digital and struc­tured file storage system – for many legal de­part­ments, even the basic func­tions are a major step forward in terms of di­git­al­isa­tion and col­lab­or­a­tion. However, once you switch to digital, further pos­sib­il­it­ies open up for sim­pli­fy­ing, im­prov­ing and ac­cel­er­at­ing pro­cesses. De­pend­ing on your re­quire­ments, otris matter can be in­di­vidu­ally ex­pan­ded.

Know­ledge Man­age­ment. Reusing Know-How.

With otris matter, you can store entire files, tem­plates, texts or helpful for­mu­la­tions in a know­ledge data­base. The stored know­ledge modules help you to use know-how from com­pleted pro­cesses for current tasks. The struc­tured storage sim­pli­fies in­form­a­tion re­search and in­creases the ef­fi­ciency and quality of op­er­a­tion­al work. Example: The case worker can find both in­struc­tions on how to proceed with dunning pro­ced­ures and tem­plates for quickly cre­at­ing the ne­ces­sary letters in the know­ledge data­base.

Legal Front Door. Central access to legal ser­vices.

With the otris matter Legal Front Door, you can bundle all legal in­quir­ies and pro­cesses in one central loc­a­tion. Your em­ploy­ees can use the portal to in­de­pend­ently submit legal con­cerns, upload con­tracts for review or place com­pli­ance in­quir­ies, for example. All in­form­a­tion is re­cor­ded in a struc­tured way and made avail­able to the legal de­part­ment in a trans­par­ent manner. The result: Your legal de­part­ment is re­lieved, pro­cessing times are shortened and the entire process remains trace­able and meas­ur­able.The Legal Front Door is seam­lessly in­teg­rated into the otris matter solu­tion and helps you to sus­tain­ably in­crease ef­fi­ciency and trans­par­ency in your legal de­part­ment. In ad­di­tion, you protect your company by using secure in­form­a­tion chan­nels.

Copilot. Your AI, seam­lessly in­teg­rated.

With otris copilot, we enable you to in­teg­rate the AI solu­tion of your choice into our soft­ware solu­tion otris matter. This ex­ten­sion helps you to process legal matters more ef­fi­ciently and to make im­port­ant in­form­a­tion avail­able more quickly – and it can be in­di­vidu­ally adapted to the re­quire­ments of your legal de­part­ment.

Why in­teg­rate AI into matter man­age­ment?
The in­teg­ra­tion of AI offers de­cis­ive ad­vant­ages for man­aging and pro­cessing legal pro­cesses:

  • Auto­mat­ic data ex­trac­tion: In­form­a­tion such as terms, parties in­volved or rel­ev­ant clauses are ex­trac­ted dir­ectly from doc­u­ments and stored in a struc­tured way in otris matter.
  • Fast ana­lyses: Com­pre­hens­ive case files and as­so­ci­ated doc­u­ments can be ana­lysed in seconds. Po­ten­tial risks or open ques­tions are high­lighted and can be pro­cessed dir­ectly.
  • In­creased ef­fi­ciency in case pro­cessing: Fewer manual tasks mean more time for stra­tegic and content-related tasks.

Prac­tic­al example:
A new case is created in otris matter, and as­so­ci­ated doc­u­ments such as con­tracts or written sub­mis­sions are up­loaded. otris soft­ware AG’s AI of your choice ana­lyses the content, ex­tracts rel­ev­ant in­form­a­tion such as dead­lines or amounts in dispute and creates a struc­tured over­view. This in­form­a­tion is im­me­di­ately avail­able to your legal de­part­ment, so that de­cisions can be made faster and on a more in­formed basis.

With otris copilot, you can expand your otris matter soft­ware solu­tion with a future-ori­ented tech­no­logy. The com­bin­a­tion enables you to ef­fi­ciently manage legal pro­cesses, identi­fy risks at an early stage and sus­tain­ably improve the quality of your case pro­cessing.

Legal Spend. Doc­u­ment­ing activ­it­ies and ex­penses.

The otris matter man­age­ment soft­ware not only sim­pli­fies the op­er­a­tion­al work on a legal case, but also the ad­min­is­trat­ive pro­cesses: With legal spend func­tions, you can record activ­it­ies and time spent on each in­di­vidu­al legal case. With the push of a button, you can gen­er­ate reports that clearly show ex­penses and work per­form­ance.

Elec­tron­ic Sig­na­ture. Di­git­ally sign doc­u­ments.

The elec­tron­ic sig­na­ture makes it pos­sible to legally con­clude trans­ac­tions based on digital doc­u­ments. The in­teg­ra­tion of various e-sig­na­ture solu­tions in otris matter sim­pli­fies the sig­na­ture process. Legal trans­ac­tions can be pro­cessed quickly and easily with the digital sig­na­ture, re­gard­less of loc­a­tion. After signing a doc­u­ment, you can use the digital folder in otris matter for storage.

Audit-proof archive. Cer­ti­fied and easy to use.

If desired, otris matter can in­teg­rate a digital archive com­pon­ent. Files that you have created in otris matter can be stored in the digital archive for an un­lim­ited period of time. The archive com­pon­ent that can be in­teg­rated into otris matter is cer­ti­fied by KPMG ac­cord­ing to IDW PS880 and fulfils the re­quire­ments of com­mer­cial and tax law (GoB, GoBS, GDPdU).

Matter man­age­ment for special re­quire­ments

The variety of re­quire­ments for digital matter man­age­ment is re­flec­ted in the feed­back from our cus­tom­ers and in­ter­ested parties. To meet spe­cif­ic needs in the best pos­sible way, otris cus­tom­ers combine otris matter with other spe­cial­ised solu­tions from the otris legal SUITE, our otris com­pli­ance SUITE or our otris privacy SUITE.

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FAQs: Fre­quently asked ques­tions

Which com­pan­ies benefit from legal matter man­age­ment?

Legal matter man­age­ment systems are par­tic­u­larly be­ne­fi­cial for cor­por­ate legal de­part­ments, law firms and public in­sti­tu­tions. They help to manage legal cases more ef­fi­ciently, meet com­pli­ance re­quire­ments and improve col­lab­or­a­tion between teams.

What are the ad­vant­ages of a legal man­age­ment system in soft­ware form?

A legal matter man­age­ment system in soft­ware form offers nu­mer­ous ad­vant­ages. These include

  • In­creased ef­fi­ciency: auto­mated work­flows and cent­ral­ised data storage save time and reduce manual tasks.
  • Im­proved col­lab­or­a­tion: teams can work to­geth­er more easily and trans­par­ently because all the rel­ev­ant in­form­a­tion is avail­able in one place.
  • Se­cur­ity and com­pli­ance: a legal matter man­age­ment system helps to better meet legal re­quire­ments and com­pli­ance needs.
  • Cost control: Op­tim­ised pro­cesses and better use of re­sources can reduce costs.
  • Trans­par­ency and re­port­ing: De­tailed re­port­ing and ana­lys­is func­tions enable better trace­ab­il­ity and eval­u­ation of legal pro­cesses.

How ad­apt­able is the legal matter man­age­ment soft­ware from otris?

otris matter man­age­ment is highly cus­tom­is­able. You can choose from various soft­ware edi­tions and add ex­ten­sions as needed. In ad­di­tion, otris offers cus­tom­ised solu­tions to meet spe­cif­ic re­quire­ments – from simple data field ad­di­tions to complex in­ter­faces to third-party systems.

What func­tions does otris matter have?

otris matter offers a variety of func­tions to in­crease ef­fi­ciency and trans­par­ency in your legal de­part­ment. The core func­tions include:

  • Doc­u­ment man­age­ment: Cent­ral­ised storage and man­age­ment of doc­u­ments with easy access and struc­tured storage.
  • Task and Term man­age­ment: Mon­it­or­ing and man­age­ment of im­port­ant terms and tasks to ensure that no term is missed and all tasks are com­pleted on time.
  • Re­port­ing and ana­lys­is func­tions: Cre­ation of de­tailed reports and ana­lyses that support de­cision-making and enable better trace­ab­il­ity of legal pro­cesses.

In ad­di­tion, otris matter can be com­bined with other legal solu­tions from the otris legal SUITE, thus of­fer­ing a high degree of flex­ib­il­ity and ad­apt­ab­il­ity to the spe­cif­ic re­quire­ments and pro­cesses of your legal de­part­ment.

Can the otris Matter Man­age­ment soft­ware be in­teg­rated into ex­ist­ing systems?

Yes, the otris Matter Man­age­ment soft­ware can be seam­lessly in­teg­rated into your ex­ist­ing systems. With open in­ter­faces and flex­ible in­teg­ra­tion options, you can in­cor­por­ate the soft­ware into your ex­ist­ing IT land­scape and ensure a smooth flow of in­form­a­tion.

otris is your legal matter man­age­ment pro­vider – try it now!

Would you like to get to know a matter man­age­ment soft­ware that in­creases trans­par­ency and ef­fi­ciency? And is easy to use at the same time? Then we look forward to re­ceiv­ing your request for our free demo version. Op­tim­ise your matter man­age­ment with otris soft­ware. Gain full control over your legal pro­cesses: from cre­ation to pro­cessing and archiv­ing. Contact us today!

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