LOB Overview
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About This Guide
Welcome to the Lawyer Offboarding (LOB) guide version 5.7.7. This guide is intended for LOB users and provides detailed instructions on utilizing the tool effectively. You will find comprehensive instructions on installing LOB, configuring mailboxes, filing emails to iManage and NetDocuments, and optimizing inbox filing with ZERO, including the use of ZERO Search Folders for efficient email management. This guide aims to help you seamlessly integrate and use LOB to manage departing attorneys' emails efficiently.
About LOB
LOB is a filing compliance tool designed to automatically file emails and critical data from departing lawyers into the Document Management System (DMS). This solution addresses the common challenge faced by legal firms when attorneys leave, leaving behind valuable emails that need to be managed and preserved.
Why LOB Matters: In the legal world, attorneys are often so busy with their cases that they struggle to keep up with filing emails and documents. This can lead to compliance issues, financial losses, or even damage to the firm's reputation. When an attorney departs, their inbox often contains vital information that must be saved in an accessible format. LOB ensures that important data is not left unattended, thereby minimizing risks and maintaining continuity for new lawyers who need to quickly access ongoing matters. On average, each offboarding lawyer leaves behind approximately 7,750 unfiled emails. LOB can automatically file 75% of these emails, significantly reducing the manual workload.
The Challenge: Manually filing emails is a time-consuming task, often leading to inconsistent filing practices. Unfiled emails end up stored in personal inboxes, making it difficult to access and manage important content. After a lawyer leaves, their inbox is usually archived with limited access, requiring new staff to spend countless hours extracting and filing data. This process is often inefficient, leaving many emails in non-searchable archives.
The Solution: ZERO’s AI-powered Athena analyzes and classifies emails from departing attorneys using information from the DMS and the content of each email. This automated process can handle up to five years of emails, ensuring accurate filing with minimal manual intervention.
Benefits: Once classified, emails are automatically filed in the appropriate locations within the DMS, ensuring all critical client data is consolidated. This process provides transparency for ongoing matter teams, making data easily accessible. It also supports retention and knowledge management efforts, allowing new attorneys to have comprehensive access to relevant emails. The result is a significant reduction in the time and effort spent on email cleanup, and a decrease in the need to maintain large repositories of unsearchable data.
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