In recent years, law firms have increasingly adopted extranets and intranets to securely share critical documents with colleagues, clients, and co-counsel. Extranets prove invaluable in litigation, where numerous parties require access to a substantial volume of documents within a defined timeframe.
**Enhanced Organization**
An extranet offers a centralized location dedicated to each specific case. User access to documents is tailored to their needs. For example, client documents differ significantly from those needed by co-counsel. An extranet consolidates everything in one place while controlling access based on individual requirements. Automated alerts notify users immediately when new documents are posted, enabling quick retrieval from dedicated folders.
Beyond basic document sharing, many extranets incorporate features like commenting, calendars, project trackers, and approval workflows. These tools facilitate reporting on all activities and case progress.
**Permanent Audit Trail**
All actions within the extranet are meticulously recorded. Robust search tools enable users to quickly identify who performed specific actions and when. Every action is time-stamped with the user’s name and date, creating a comprehensive activity log in a fast-paced environment where document management can be challenging.
**Simple Setup and User Experience**
Extranets provided by application service providers (ASPs) can be deployed and utilized within days. Subscribing to a service provides the necessary technology and training. Many are designed for intuitive use, often requiring no training and offering an experience as simple as email.
**Robust Security Measures**
Managing sensitive legal documents demands stringent security. Extranets mandate user IDs and passwords for access, and many employ encryption for all data transmissions, safeguarding confidentiality.
**Seamless Case Closure**
Closing the extranet and downloading all information upon case completion is quick and easy. Litigators commonly create dedicated extranets for each case, which are closed once the matter concludes.