Stephanie Goutos discussed how the killer feature of ECF automation is efficiency because it eliminates the need to manually download and distribute case documents. Using PACER alone, for each new matter the attorney of record receives a notice of electronic filing email and limited time access to the docket’s documents. The attorney must click a link in the email to access the docket and download each document individually. This can be a time-consuming process, which is not billable. It also delays the receipt of subsequently filed documents and can interrupt other work. In addition, someone must manually rename and insert documents into a firm’s DMS. This is also time consuming, and it increases the risk of incomplete document collections and inconsistent naming conventions for documents.
Goutos noted that while there are several vendors that provide ECF Automation services, the key to success is a careful selection process. When she led the ECF Automation selection process at a former firm at which they ultimately selected PacerPro, she found it helpful to that ensure that: (1) the vendor has deep experience with large enterprise deployments; (2) the product integrates well with your DMS; (3) the vendor provides an adequate level of support; (4) the platform can protect confidential information and pull back any documents, if needed; (5) the platform provides usage statistics and can handle the number of documents your firm processes; (6) the vendor has clients who are willing to provide candid references about the product and support; (7) the vendor has adequate training and communication materials to help with the rollout and adoption; (8) that the vendor’s pricing provides an adequate return on the investment; and (9) that the product provides access to the data behind the docket records so you can address the marketing and knowledge management issues addressed earlier.
Finally, Goutos gave some tips about testing and implementation. She stressed the importance of talking to many of your firm’s employees (attorneys, docketing, paralegals, etc.) to understand their workflows and pain points. Armed with that knowledge, you can plan and execute a pilot program to test the product and make sure it works as the vendor has promised. Assuming all goes well, and you’re ready to move forward, plan your implementation and rollout. Change management is always a challenge, and one of the most important keys to ultimate success, so don’t skimp. Communicate the rollout plan early and often, establish training sessions, and ensure that everyone is aware of the changes, the benefits, and the timing. Since an established vendor has been through many implementations, it’s helpful to rely on them to make this process easier.
About the Webinar:
On June 7, 2022, the American Association of Law Libraries (AALL) hosted a webinar called Demystifying the PACER Services Marketplace, From Docketing to Analytics that helped explain and clarify the service options from various vendors. It was moderated by well-known legal tech journalist Bob Ambrogi, who was joined by a knowledgeable and experienced panel of legal professionals:
Each panelist covered one of the four main categories of PACER-related services offered by various providers: Analytics, Docketing, Tracking & Alerts, and Electronic Case Filing Automation. Due to the number of PACER tools on the market today, it can be confusing when they overlap to truly determine which ones are best for your organization.