MJ Wey Solicitors Case Study
The Challenge
MJ Wey Solicitors. Users: Solicitors, Case Workers, Admin Staff
When the former senior partner passed away, the new senior partner Rachael took leadership of a strong firm however it had very dated IT. Much of the work still ran on paper. The core system was a 30 year old Lotus Notes database that was slow, hard to maintain and not integrated with modern tools such as Microsoft Office.
Legal conveyancing demands reliable deadlines, clear audit and fast document production. Thousands of client and matter records needed to be preserved while improving day-to-day work. Off the shelf products were considered but did not fit the firm’s process or data history, and could not absorb decades of letters and templates without heavy rework.
The firm also wanted a platform that could grow beyond conveyancing. Many solicitors rely on fast, accurate bundle production for litigation. The new system needed a path to support that kind of work, while keeping the focus on conveyancing first.
The Development Process
We began by looing at the core functions of the existing legacy system and comparing it to how they actually now worked. We met with fee earners, secretaries and accounts to map intake, checks, searches, milestones, exchange and completion.
From this we produced a complete specification covering screens, roles, workflows, document packs, retention and reporting. Wireframes for all key journeys were reviewed and signed off before build.
For data, we separated what should be migrated from what should be archived. Clean, structured client and matter data was migrated into the new system. Unstructured legacy content was indexed into a secure archive so staff can retrieve it when needed without polluting current records.
We developed a one click letter and form generation. Their new case management system links to government rate sources so fee scales and statutory charges update without manual edits. Integration points were provided for accounts packages and other third party tools.
A litigation bundle module was designed as an optional add on the firm can enable as required.
Key features
- Cloud case management with matter stages, key dates and completion tracking
- Legacy data migration plus a searchable archive for historic documents
- Automated document generation with 500 plus templates in Word and PDF
- Client and matter dashboards for progress, tasks and correspondence
- Government rate updates applied automatically as legislation changes
- Integration points for third party accounts and other systems
- Compliance controls with full audit trail, encryption and role based access
- Optional court bundle production for litigation teams
Outcome
The new platform replaced the Lotus system, reduced manual admin and improved speed and accuracy across conveyancing. Staff generate letters and packs in clicks, data is secure and searchable, and the firm can work efficiently in the office or remotely.
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