Needed capacities or functions - Document Production, Document Assembly, Document Templates
An organization should leverage its case management system ("CMS") for document assembly or document template features to reduce duplicative data entry, such as retyping client information entered in the CMS into common legal forms.
Effective use of modern, cloud-based productivity software such as word processing, spreadsheets, and presentation software and training on their use.
Develop a strategy to automate letters, retainers, forms, and pleadings that staff and pro bono advocates use routinely, including management of forms from a central location, with a system to ensure that forms and pleadings are updated for legal sufficiency.
Staff should receive training in the use of the automated documents.
Capability for electronic filing of pleadings when required or allowed by court systems, including the ability to convert word processing documents into formats such as PDF/A (where required).
Capability to capture electronic signatures where accepted.
Important Considerations and Best PracticesSeveral factors affect the degree to which document assembly software is helpful to advocates and is used by them, including the following:
This baseline envisions that legal aid programs will have the internal capacity to develop basic templates that can be entirely completed with information from a case management system, such as the name and address of parties. These should include letters, retainers, and some common form pleadings. More mature programs may continue to develop more advanced templates that include conditional logic. Programs that have implemented commercial tools and electronic signatures should consider the following best practices:
Useful websites, resources, and other tools |