Cole, Scott, & Kissane puts employees at the heart of innovation

The solution

Secure document management in the cloud

CSK evaluated the other solutions on the market before deciding to implement iManage
Work 10 in the Cloud.

“With iManage,” said Thomas, “we don’t have to worry about securing and maintaining multiple servers to protect 90 terabytes of business-critical data. We can assure clients their data is well-protected in the cloud by the most reliable document management solution out there, and that the only people who can see their matter are the team members who are working on it.”

The team also enabled single sign-on via an integration with Okta to standardize security practices in and outside of the office. Attorneys can only access data from firm-issued computers or via the mobile app, reducing the chance of files being saved on personal
devices outside of the firm’s control.

The simple, intuitive user interface gives attorneys the same low-click experience on mobile devices and desktop which helps to encourage user adoption. Meanwhile, the enhanced search function helps them to find relevant files quickly and easily.

Leveraging APIs to expand functionality

The team also developed custom add-ons via iManage APIs to optimize the solution in line with strict industry standards. These include plug-ins for Microsoft Outlook that prompt a user to select which matter the email relates to, then auto-fill the subject line and contacts to be copied and format the email to match client requirements.

“Remembering style rules for every client takes a lot of effort. By outsourcing the thinking to our backend database and integrating it with iManage, attorneys can focus on the high-value tasks that matter most,” remarked Thomas.

CSK also created a workflow called iManage “Drop” to speed up saving attachments. This enhances the platform’s drag-and-drop functionality with rules that follow the firm’s in-house file naming conventions.

When someone receives multiple documents, they can create PDFs, organize them, and create a binder or individual files. This not only saves time, it also helps with version control. “iManage gives us the best functionality on the market and the flexibility to make it our own,” said Thomas.

Business outcomes

Empowering attorneys to work smarter from anywhere

With iManage, attorneys can navigate through matters faster and work smarter than ever. CSK launched “lunch and learn” training sessions for their users, and Thomas says that user adoption is “through the roof.” The iManage Mobility app helps their attorneys work efficiently from anywhere, giving clients seamless services in the office or on the road. The firm has also improved reliability and performance by moving to the cloud, while enabling their IT department to refocus on high-value work. “We never have to worry about an IT outage with iManage, it’s highly available, up-to-date, and secure,” said Thomas.

Looking ahead

Centralizing more processes on iManage

Future plans for CSK include integrating its case management system with iManage to create a powerful, single source of truth and help staff to work even more efficiently. The team is also excited to integrate Microsoft Teams, which will simplify communication.

Using custom workflows in iManage, the firm is developing a review system to track the progress of documents as they are assigned, reviewed, and returned by the relevant stakeholders. They also plan to implement iManage Share to simplify collaboration with clients.

As CSK continues to scale, iManage Work 10 in the Cloud will be there to support the firm’s long-term strategies while enabling attorneys and staff to focus on what they do best — provide insurance companies with the best defense litigation in Florida.