The Beyond Blog

Four Reasons It’s Time To Replace LegalKEY

If you haven’t heard, future development for LegalKEY is over. However, that’s no surprise to anyone still using LegalKEY. Although the company hasn’t announced their records management system is being sunsetted, customers haven’t gotten any significant upgrades or product enhancements in the last 5-7 years. To give you an idea of how little effort is going into LegalKEY these days, they’ve actually gone the way of ARM/FileSurf—by outsourcing product support.

Keep in mind that staying with a product that has taken this road doesn’t bode well for the future. HP sunsetted ARM, with a final end of life in the past.

Today, if you’re on LegalKEY you’re paying annual support and not getting anything in return. Plus, to get LegalKEY to run on a later version of SQL it will cost you time and money. (And we’re not talking SQL 2012, 14 or 16—this is just to get you to SQL 8.) While that might not be enough to convince you to make the switch, here are four other reasons why it’s a great time to get off LegalKEY.

“It has been many years since we have had any LegalKEY upgrades or significant product enhancements. Since future development is over, we have turned to FileTrail to replace LegalKEY. FileTrail provides the flexibility, continual development, software integrations and advanced reporting features we need to properly manage our records program going forward.”

–John Churchill, Records Department Manager, Nelson Mullins Riley & Scarborough

1) You’ll save money.

Modern 100% browser-based records management systems mean a lower total cost of ownership across the board. The cost savings are substantial. Most systems pay for themselves within the first year. It starts with IT rollout (No Desktop installs) and implementation (on prem or the cloud). After that, it extends to staff productivity and support.

Easy to use configuration tools do not lock you into a fixed field system like LegalKey. You don’t even need IT to make changes or create ad hoc reports. Deployment is tailored to your firm’s unique requirements. Then, staff access to a unified workspace where they can search for files and download results. All file requests are organized for the records management department in an easy-to-use dashboard. With a click of the button, records managers can create ad-hoc reports—something that once required the help of IT staff. All of this means your bottom-line is positively impacted from Day 1.

2) Your IG will be automated.

The best new records management systems have information governance (IG) built right it. New IG tools feature dashboards to ensure compliance and completely automate the process for lifecycle management from creation through disposition.

Moreover, IG tools can manage the retention and disposition of both physical and electronic records to create a single policy engine. You can even make sure that differences between offices—related to unique practices, and Outside Counsel Guidelines —are accommodated.

3) Your document management system will be integrated.

The most updated records management technology is completely integrated with all the top document management systems, billing systems and the Intapp suite of products. The DM integrations include NetDocuments, iManage. and OpenText eDocs. This integration enables staff to view lists of physical records alongside electronic documents within a single, unified workspace.

With everything integrated, staff can manage and view all documents, request retrieval, and use IG tools. Doing so enables you to apply security and other IG policies across the board, which improves both efficiency and workflows.

4) Your system will scale effortlessly.

Firms grow and change, and new offices and attorneys are added constantly. Regional, national, or global you must be able to meet unique client needs while maintaining governance policy. Rather than spending valuable IT resources dealing with these changes, you need a records management system that grows effortlessly with your firm. When lateral moves occur, your system should be able to handle data as it comes in or goes out. Browser-based records management systems can scale with your firm’s growing needs.

Don’t stay on LegalKey and get left behind

To stay successful, firms need to work smarter. In today’s world of increasing security risks coupled with pressures to reduce costs, it’s better to find a replacement for your outdated software sooner rather than later. You’ll be glad you did.

Try FileTrail today

FileTrail provides a 100% browser-based records management solution that’s available in both on-premise and hosted versions. Getting started is easy because it deploys in a fraction of the time of other records management solutions. FileTrail has a retention workflow that provides an actionable dashboard to ensure your law firm is in compliance with its information governance policies.

To find out more download our GPS Brochure by clicking the link below: