Misfiled and mislabeled document could be catastrophic for the firm and its clients; if the firm failed to respond to a critical case document, it could even be considered malpractice. Before implementing Foundation AI, Nyman Turkish worked hard to streamline its document intake process, bringing its average handling time to around 4 minutes per document. But as the firm scaled, and document volume increased, it constantly needed more skilled labor to try to keep up.
Nyman Turkish’s 12-member mailroom team was overloaded; there was often a backlog of mail and faxed attachments waiting to be matched, named, and saved into its systems.
The Firm’s manual process started with sorting each document and examining its contents to determine the proper document type (out of about 200 different classifications), then searching through tens of thousands of matters to find the correct file in its Litify system, and then manually naming the document, inserting it into the correct folder, and alerting the responsible attorney, paralegal, or case manager (depending on the document type).
Over time, it has become increasingly difficult for firms to attract and retain skilled talent willing and able to do this detail-oriented tedious work. Nyman Turkish knew there had to be a better way.
Nyman Turkish implemented the Foundation AI Platform to help get all its inbound mail and faxes properly named in its practice management system and in front of the staff members or attorneys who need to see them. The FAI Platform syncs directly with Nyman Turkish’s OPEX scanner and its Office 365 email boxes to catalog and track each document from initial ingestion all the way through its journey into the practice management system, ensuring that nothing is missed.
Foundation AI automatically pulls scanned mail and attachments into customizable work queues, and uses its proprietary AI models to profile and match each document to the right matter, classify it to one of over 200 document categories, and then name it according to the firm’s naming convention and save it into the right folder in the firm’s document management systems. The FAI Platform fully integrates with Litify, and upon document ingestion, Nyman Turkish kicks off custom alerts, flows, and automations based on the document type and information that Foundation AI extracts from the document.
The Foundation AI Platform uses proprietary AI models that have been trained over the last 5 years on millions of injury litigation documents. Unlike generative-AI based systems, Foundation AI’s models produce a reliable confidence score for each decision and present uncertainties to Nyman Turkish’s team for review and validation.
Within weeks of implementing Foundation AI, Nyman Turkish was fully caught up on mail, processing documents same day for the first time ever. At the same time, it was able to bring the mailroom team down from 12 people to only 2.
The majority of documents are profiled and classified automatically, with no human intervention, and those that do require human review are processed much faster because all of document specific naming, routing, and workflow rules are built into the system and automatically executed upon validation.
“Not only can staff move much faster, but we were able to assign document intake to less experienced people, and move our best people into higher value case management work. That’s also helped with retention in these departments,” notes Jason Turkish, Managing Partner.
“The AI processes most documents perfectly and then when it is unsure, it only takes a few seconds for someone to check. At the end of each day, all of our documents are processed perfectly accurately with less than 1/10 th the time and effort,” highlights Turkish.
Most importantly, the platform tracks each document, so the firm can be confident that all documents that it receives make their way into its document management system and in front of the people who need to work on them.
The results have been a 12x increase in productivity gain with a huge reduction in human error and Nyman Turkish now processing all of its inbound case documents same-day with a fraction of the labor.
Jason Turkish,
Managing Partner
Jason Turkish,
Managing Partner
AI automatically speeds document indexing 5x
Your staff validates low confidence extractions ensuring high accuracy and continuous improvement