Law firms
Unifying case files when law firms merge or integrate
Two firms, two ways of naming matters and twenty years of archives. Genia Ops unifies the archive and hands it over, ordered, to SententIA, the legal case-management platform.
Who it is for
Firms that are merging, absorbing a client portfolio, or integrating offices that until now ran on their own.
The scenario
Two firms sign the integration. On paper it is an addition; in practice each one arrives with its own way of numbering matters, its own filing criteria and twenty years of archive in formats ranging from native PDF to the scan of a fax.
For the first months the new firm works with two parallel archives. A partner from the incoming office cannot search the other side's archive, and vice versa. Conflicts of interest have to be checked twice, in two systems, under two naming schemes. And procedural deadlines do not wait for the integration to finish.
The migration project gets budgeted at a year and outsourced to a team typing metadata. Meanwhile the archive — the firm's real asset — still cannot be searched as a whole.
Where it gets stuck today
- Two matter-numbering schemes that do not map onto each other
- The same client registered twice with different details
- Scans without a text layer that no search can reach
- Conflict checks require going through two archives separately
- Deadlines and hearings live in calendars that do not talk to each other
- Nobody wants to be the one deciding which version of a document is the good one
How Genia Ops helps
- 01
A real inventory before anything is moved
Genia Ops indexes both archives exactly as they are — Drive, OneDrive, SharePoint, Dropbox and each office's inboxes — and builds the map of what exists: how many matters, which overlaps, what is duplicated and what is unreadable. The migration stops being planned blind.
- 02
Normalise matters, clients and parties
One agent per block of matters proposes the mapping between naming schemes, merges duplicate client records and links each document to its proceeding, its client and the parties involved. Anything doubtful it asks about rather than resolving on its own.
- 03
Run conflict checks against the unified archive
With both portfolios in the same graph, the conflict check runs once and across the whole, including opposing parties buried in the body of a filing rather than recorded on the matter sheet.
- 04
Leave a record of every filing decision
Every record merge and every assignment is logged with its rationale. If somebody asks in two years why two matters were unified, the answer is documented.
Integration
Genia Ops + SententIA
Genia Ops handles the document archaeology: finding, relating and normalising what is scattered across inboxes and network drives. SententIA is the intelligent case-management platform where that material then lives and gets worked day to day: centralised matters, hearing transcription, key-fact extraction, case-law search and assisted drafting.
- Genia Ops delivers the matter already unified; SententIA manages it through the proceeding
- The parties, dates and amounts the agent extracts enter as case facts, not loose text
- Hearing recordings indexed by Genia Ops complement SententIA's intelligent transcription
- For firms with strict confidentiality requirements, SententIA also offers an on-premise deployment
What you end up with
- A single archive, searchable from any of the offices
- Deduplicated client and matter records, with the decisions justified
- The conflict check run against the complete portfolio
- Material normalised and ready to load into the case-management platform
- An explicit inventory of what could not be recovered, so you can decide what to do with it
Sources in play
- Google Drive
- OneDrive and SharePoint
- Dropbox
- Gmail and Outlook
- Video and audio
Does this sound familiar?
Tell us how you work today and we will show you how it looks with Genia Ops.