Document Search and Retreival Features

FileControl’s Knowledge and Litigation Management System is equipped with an extremely advanced data retrieval system. The distinct Index, Power, Word and Tag search features help users locate documents easily and efficiently. Users can also build custom queries (through which they can search for data on the basis of content, notes or comments information, as well as the given index field values of the documents) depending on their requirements. Users can also save the previously executed frequent searches for quick review.

Another significant feature of the Knowledge and Litigation Management System is that it offers search within search results. Users can further narrow down searches and filter out required information.

• A combination of powerful search criteria such as word, index, tag, production set, Bates numbering and Boolean searches makes case document access and management extremely easy to handle.
• Custom query builder-functionality provided in Power Search enhances the discovery process.
• Previous discoveries / searches can be saved automatically and are readily available to the user whenever required (Saved Searches).
• Searches can be performed within another discovery process (Search within results).
• Documents identified during a discovery process or search can be printed, moved or copied individually or collectively (Batch Print, Move and Copy of Search Results).
• Multiple or singular documents identified during search / discovery can be selected and relative index information updated collectively.
• Documents identified during a discovery process can be linked to case tags for relating documents.
• The system is capable of performing searches on a very large volume of data, and has been tested for 50 million records and 20 thousand users.

Structured Folder Hierarchy

The Knowledge and Litigation Management System assists users in managing an organization’s forever-multiplying data by organizing and storing it into a well defined folder hierarchy. Users can group selections of relevant documents into one folder or subfolders. Folders can also be shared with other users, providing secure multi-user access to important files and case documents.

The folder administration module allows users to create customizable index fields and templates at folder level for classifying, referencing and retrieving related documents.

• The searchable file folders are used to access, organize and gather case documents from one or more collections.
• Folders can be used to easily gather or group a selection of documents to share with another user, or for easy retrieval.
• Folder-level permissions for folder-level security and control.
• Folder descriptions enable quick folder reference.
• Customizable templates can be defined at the folder level for a well-organized discovery process. These templates can also be shared among multiple folders and locked so that the user cannot change information in the predefined templates.
• Customizable index fields can be defined at the folder level for a very efficient filing and discovery process. These index fields can be copied to create a new folder with similar field information.

Annotation Options

The Knowledge and Litigation Management System provides customized stamps that can be used on images. An authorized user can add notes, highlight sections and stamp documents on the page level. Notes can be made either private or public. Features like redact, OCR Text Validation, page level OCR selection, email document capability, front-end image handling / manipulation tools, etc. are also available. Moreover, native files can be attached to other documents as references.

• An authorized user can add notes, highlight and stamp documents
• Page Notes can be added and defined at the public or private level
• Notes can be defined at either the document or page level
• Native files can be attached to other documents for reference
• Page level annotations
• Custom stamps
• Redact
• Highlight
• OCR Text Validation
• Page level OCR selection
• Email Document capability
• Front-end image handling / manipulation tools

Security Control

The comprehensive built-in security system in the Knowledge and Litigation Management System ensures restricted and secure access to your organization’s business critical documents. Access to documents is controlled by the system administrator and can be limited to a group of users or an individual based on the permissions granted. The administrator can also use the system’s easy-to-use, secure administration area and audit trail to control who is authorized to query, update, print, fax and e-mail files.

Administrative Features

The Knowledge and Litigation Management System grants managerial rights to administrators for controlling, and monitoring users’ activities within the application. They can create, edit and delete groups while granting and revoking user rights, whenever they think necessary.

Categorize Information

Tags are identifiers used for quick referencing and document identification. Documents can be tagged and searched within the Knowledge and Litigation Management System; moreover, litigation users can bates number documents and make production sets while sharing them with other law firms to ensure that their information remains reliable and unchanged.

Customized Indexing

Index information can be fully customized by the use of multiple field types, facilitating fast and reliable document designation.

Customizable Organizer for Managing Schedules, Tasks and Events

FileControl’s Knowledge and Litigation Management System comes with an integrated organizer that lets you schedule important events and tasks. Users can review their appointments, customize organizer fields and set e-mail reminders at specified intervals to stay focused and well managed.

• Organizer-level permissions for added security and control
• Customizable Organizer fields and templates for easy data entry
• Multiple Organizers can be created to serve different organizational purposes
• Bulk entry and review capability of Organizer schedules
• Email reminders for schedules can be set for multiple users at customizable intervals

Online Reporting Tools

The system allows users to generate reports for various purposes – such as group and user access report (case-wise), security groups report, email / print activity log report, document tracking and audit trail log reports. Reports can be viewed in HTML or Excel formats.

Multiple Output Options

TIFF, PDF and native file formats are supported for document printing and delivery on CD's.

Document Production and Tracking

The system allows partial hiding and printing of documents once the documents have been numbered using the Bates system.

Field / Folder Locking

The system allows access to multiple users; therefore, fields and folders can be locked to prevent changes in the cases, making information more secure and reliable. Only the users with permission can access them and make any changes.

Multiple Views

Multiple views are provided to enhance the understanding and efficiency of data handling. These views can be used to trace data and system screens for better understanding and system usability. FileControl's Litigation and Knowledge Management System uses a JavaScript engine to emulate a local application feel with resizable frames and multiple client side tabs.

Printing Options

Users can print documents in text / Tiff image formats, individually and in bulks, depending on the users’ requirement.