A Possible Future for CMS
Andrew Z. Adkins, III
Legal Technology Institute
at the University of Florida College of Law
been a while since we looked closely at Application Service Providers
(ASPs) and Web-Based Systems. While the "dot-com" crash
of 2000-2001 sent many ASPs packing, several maintained their stability,
continuing to develop and enhance their products, and are now poised
for prime time. Not too many developers tout the "ASP model,"
since that was closely associated with dot-coms which continues to
carry a negative connotation, but these developers have revised their
models and their products to be "Web-based." It's a different
model, developed from the ground up to be Web-based instead of a desktop
Microsoft Dot.Net Platform
Several years ago, Bill Gates handed over the reins of Microsoft to
Steve Ballmer, stepped down and became Microsoft's chief software
architect and chairman. His vision at the time was to create a software
system that would offer a more electronic collaborative working environment,
where information would be compiled from many different sources, flow
easily between different systems, and operate on multiple platforms.
The heart of the .NET vision is the XML ("eXtensive Markup Language"),
an open-standard metalanguage for describing and easily exchanging
Internet data. Although the initial .NET initially targets the Wintel
("Windows/Intel") platform, Microsoft has designed the underlying
architecture (known as the ".NET Framework") to be portable
to other hardware platforms.
CMS developers are working to bring their products to the industry
using the new Microsoft .NET ("dot net") platform, others
are using a combination of .NET and JAVA. Either way, these developers
see the Web-based platform as the future.
a Web-Based System an ASP?
I can see there might be confusion in the industry where users may
think that a Web-based case management system is an ASP. In some cases,
it may be, but in most they are two totally different systems. Application
Service Providers were defined several years ago as "renting
software applications over the Internet on a subscription basis."
In other words, you would subscribe (typically a per user per month
fee) to an ASP that would provide you software delivered to your desktop
via the Internet, as opposed to having that software reside on your
firm's own computer systems. Software could be simple Microsoft Office
Suite applications or it may be time & billing or perhaps case
I still believe that the ASP model is a good business and computing
model, there exists some concern about the delivery of software and,
more importantly, client information over the Internet. Several developers
offer an ASP product, but most offer the Web-based system. The Web-based
system resides on your firm's own servers, whether in the main office
or all offices, depending upon your needs. Either way, most are designed
using a combination of programming languages, including .NET, JAVA,
HTML and XML. What that means to you, the end user, is that these
systems are designed from the ground up for use via a Web interface,
making them more efficient that those systems that simply have a Web
CMS Developers - Who's Out There?
A major benefit of Web-based case and matter management systems is
that they provide a collaborative work environment between in-house
and outside counsel. Information is shared through authorized access.
Security is paramount in these systems. For example, a Fortune 500
law department may contract with dozens of outside law firms. Obviously,
the law department wants to share only matter information with the
assigned outside counsel, so that law firm is only provided access
to their matter information. You might even think of this Fortune
500 company as "hosting" these Web-based applications -
in fact, that's exactly what they are doing.
not to say Web-based CMS is only for law departments. On the contrary,
Web-based case management systems may be more cost effective for the
smaller or mid-size firms, depending if you look at hosting the system
in house or outsourcing to a third party. Either way, Web-based CMS
is a viable alternative to the standard client/server approach.
cursory review of developers who are offering "true" Web-based
case management systems for the legal profession include:
- MyLegalFiles was released in January 2003 and is described as a
Web portal and allows a user to grant access to specific files or
an entire database. With the secure web client, outside counsel has
not only access, but the functionality needed to view, create and
edit important documents and notes, enter relevant expenses or import
expense data, and access and update vital contact information.
- The LegalEdge Web-based Corporate Suite product is currently slated
for release 2Q 2004 and will incorporate many of the same functions
as the LegalEdge client/server product. In addition to providing access
to commonly used CMS functions, LegalEdge plans on introducing knowledge
management functionality with a decision support system.
- caseManagerPro was designed from the ground up to be Web-based case
management. It can be either hosted on the organization's own servers
or it can be hosted in caseManagerPro's secure data center. caseManagerPro
also follows a streamlined workflow approach in the design and navigation
of the system. Originally designed for mass tort, the system is easily
customizable for any practice area.
Tracker - Tracker is a Web-based system for law departments helping
to track and manage legal matters. Tracker offers matter management,
contract management, electronic billing, and on-demand reporting.
It helps organize budgets, bills, status reports, calendars, documents
and contacts in one secure system that is shared with outside counsel
over the Internet.
Recently, data.txt, developers of TimeMatters and BillingMatters,
released World Server, a JAVA-based browser application serving up
information from the TimeMatters (and BillingMatters) databases via
the Internet. It was designed to be totally platform independent and
is expected to run on a wide variety of platforms including Unix,
Linux, Macintosh, or any operating system capable of supporting the
- GlobalCMS is a secure Internet case and matter management system
available from any browser-based computer and is designed to be custom-implemented
to meet the individual needs of the organization. GlobalCMS is part
of the GlobalSuite, a suite of four integrated applications, each
with similar user interfaces and integrated functions: (1) GlobalCMS,
a case and matter management system; (2) GlobalRepository, a litigation
support system; (3)GlobalOffice, a virtual office and docketing system;
and (4) GlobalSend, a secure document delivery system.
Security Issues to Consider
Security is always an issue when it comes to law firms and law departments.
But, security is often in the eye of the beholder. That's not to say
that the legal profession should not worry about security and it's offsprings:
confidentiality, authenticity, and reliability. Au contraire! With today's
technology, systems are far more secure than they were just a few short
years ago. We have encryption available that provides security when
information leaves your firm and travels across the Internet. We have
digital certificates that authenticate users, either in our offices
or in our clients' offices. We have redundant systems that provide a
level of reliability that we've never seen before.
only thing left is be concerned about is client confidentiality. While
that will always be a concern, it is usually because the legal profession
doesn't understand the technology behind the Internet. Let me share
with you a couple of insights that you may not have thought about. First,
when you leave your office at night, do you leave client information,
in the form of documents or open files, in your office or on your desk
or in unlocked filing cabinets? Does your firm utilize a janitorial
crew that cleans the office at night? How secure and confidential is
your client information?
more insight - when you go to lunch at your favorite restaurant, do
you pay with a credit card? Do you go with your waiter or waitress to
the cashier and watch when they run your credit card through?
Look into the Future of CMS
Will Web-based case management be the only game in town in coming years?
I doubt it. But, with the increased use of the Internet and companies
migrating their applications to be available via the Net, it's worth
your time and effort to take a good hard look at your current technology
environment and look to see how you might incorporate Web-based technology
in your future business strategies.
Z. Adkins III is the director of the Legal
Technology Institute at the University of Florida Levin College
of Law and an Editorial Board Member of Law Technology News. He can
be reached at firstname.lastname@example.org or 352-392-2278.