IDS • NetDocuments Services
Transform your firm's document management experience with NetDocuments, as IDS takes the lead in expertly implementing, integrating, and fine-tuning a robust and secure, matter-centric Document Management System that not only meets your specific requirements but also enhances collaboration, efficiency and overall productivity across your firm.
Implementation & Configuration
Law-firm first, not “generic IT.” We design matter-centric workspaces, profiles and metadata that match how fee-earners actually work (by practice area, jurisdiction, client/matter codes, phases, doc types).
Proven integration depth. We wire NetDocuments into the rest of your stack (Clio, Elite 3E/Aderant, O365/Teams, Dataverse/Power BI, e-signature) so filing, naming, billing and reporting flow end-to-end.
Templates that scale. Reusable workspace and cabinet blueprints per practice/team, with automated provisioning and lifecycle rules—no “one size fits none.”
Automation from the start. Smart filing, profile prompts, default save locations (ndOffice/ndMail) and event-driven notifications reduce clicks and misfiles.
Performance & reliability tuned. We right-size ndSync, offline policies and search indexing; we test with real matters, large PDFs and email floods before go-live.
Data Migration
Source-agnostic expertise. iManage, SharePoint/OneDrive, legacy DMS, network shares, PST/EML, Dropbox/Box—plus mixed estates. We handle versions, email/attachments, and weird edge cases (ZIPs, .msg, long paths).
Metadata & taxonomy fidelity. Clean mapping of client/matter, doc types, authors, dates, custom fields; normalisation (dates, users), illegal character fixes, and path-to-workspace transformation for NetDocuments.
Security carried forward. Preserves (or improves) permissions: teams, ethical walls, cabinet/workspace roles, and special holds—aligned to Zero-Trust and SRA/GDPR duties.
De-dupe & quality at scale. Content-hash deduplication, email threading, OCR where needed and spot/stratified sampling—so you don’t migrate rot or corrupt files.
Systems Integration
Matter-centric by design. We orchestrate NetDocuments as the hub: auto-provision workspaces from your source of truth (Clio/3E/Aderant), keep metadata in sync and ensure filing/naming stays consistent across apps.
Deep Microsoft 365 alignment. ndOffice/Outlook, Teams channels and SharePoint/OneDrive touchpoints wired for one-click filing, co-authoring and governance that mirrors NetDocuments cabinets and profiles.
Email & e-signature in the flow. ndMail rules, smart filing and DocuSign/Adobe Sign loops that auto-file signed artefacts to the right workspace, with audit trails intact.
Security travels with data. Permissions, ethical walls, and retention signals propagate; we honour least-privilege and Zero-Trust patterns across every connector.
SSO & identity plumbing. Azure AD/Okta SSO, group-based access, and lifecycle hooks so joiners/movers/leavers reflect instantly in NetDocuments and connected apps.
Custom Workflows & Automation
End-to-end matter flow. From intake → matter creation → auto-provisioned NetDocuments workspaces (folders, profiles, naming) tied to your client/matter taxonomy.
Document assembly that fits your practice. PatternBuilder templates, clause libraries and metadata-driven drafting (engagement letters, reports, bundles) with auto-file to the right workspace.
Email, filing and naming on autopilot. ndMail rules, smart suggestions, and enforced naming conventions that reduce misfiles and keep search clean.
Approvals & signing in one loop. Engagement/NDA/PO approvals with DocuSign/Adobe Sign; signed artefacts auto-filed with audit trails, versioning, and links back to the matter.
Governance, Security & Compliance
Zero-Trust by default. Least-privilege roles, group-based access, SSO/MFA, conditional access and device hygiene baked into your NetDocuments posture.
Ethical walls that actually work. Matter/client barriers, segmented teams and exceptions with audit trails—designed for conflicts and sensitive PEP/AML matters.
Retention, holds & disposition. Policy-driven retention, legal holds, defensible disposal and closure workflows tied to matter lifecycle and jurisdictional rules.
Audit & evidence, end-to-end. Immutable logs, configuration snapshots, change control and administrator separation of duties—ready for regulator or client audit.
Encryption & key management. Platform encryption in transit/at rest, customer controls, and key-handling patterns aligned to firm policy.
Regulatory alignment. Practical controls mapped to SRA, GDPR/UK DPA (ROPA, DPIA, SAR support), client outside-counsel guidelines, and ISO 27001 practices.
AI-Powered Productivity
Private-by-design architecture. We implement AI that keeps client data inside your trust boundary (e.g., Azure OpenAI / tenant-isolated models or NetDocuments-native AI), with no training on your prompts or content.
Drafting & review accelerators. One-click briefs, letters, summaries, issue lists and checklists generated from selected documents—with citations back to sources, version control, and review workflows.
Classification & smart filing. AI-assisted profiling, doc-type detection, clause tagging, and suggested names/folders that respect your taxonomy and naming conventions.
Redaction, PII/PHI detection & cleanup. Automated sensitive-data spotting, guided redaction, and export-safe copies for disclosure packs.
Reporting & Insights
Out-of-the-box KPI packs. Adoption, filing quality, search success, email-to-DMS ratio, time-to-file, version churn, and governance exceptions—by practice, team and user.
Power BI dashboards that land. Executive scorecards, ops drill-downs, and admin health views with row-level security and scheduled refresh or streaming where needed.
Governance analytics. Ethical wall hits, permission anomalies, sharing risk, retention/hold status and audit heatmaps to focus remediation.
Search & content intelligence. Top queries with no results, stale/rot indicators, duplication hotspots, and template usage to guide cleanup and training.
Export & embed anywhere. CSV/Excel extracts, PowerPoint exports, and embedded visuals in SharePoint/Teams or your intranet.
Managed Services & Adoption
Admin-as-a-Service. We run your day-to-day NetDocuments: user/matter provisioning, cabinets/workspace templates, permissions/ethical walls, and config changes—tracked and auditable.
Adoption that sticks. Role-based training, playbooks, bite-size videos and a “champion network” to drive behaviours across practices and offices.
Helpdesk & VIP support. UK-hour SLA tiers, priority handling for Partners/fee-earners, and clear escalation paths; we integrate with your ticketing.
Cost & licence optimisation. Usage analytics to right-size licences, storage and add-ons—no wasted spend.
Operational telemetry. Monitoring of sync/jobs/webhooks with alerts and monthly service reports (SLAs, incidents, adoption, risks).
Your questions answered
Most mid-market firms go live in 8–12 weeks using a pilot → iterate → scale approach; migrations run in the background with a short cutover window so fee-earners start Monday with content, profiles, and training ready.
We run chain-of-custody, hash-verified moves with full audit logs, permission mapping, retention/holds carried forward, and DPIA-ready documentation—so you can evidence every decision.
Yes—NetDocuments becomes the matter-centric hub via APIs/iPaaS (Power Automate, Boomi, etc.); pricing is package-based (implementation, migration, integration) with optional Managed Services SLAs for ongoing admin, telemetry and roadmap.