Bid Zip RFP #4548 - Laserfiche WebLink

Home

for emergencies that may occur outside of these hours. https://knowledge.highq.com/help/pages/contact-support I. Mobile/Remote access that allows each user to access and work with documents in the case management system. Supported browsers and mobile device information is available here: https://knowledge.highq.com/help/bestpractices-and-more/supported-browsers-and-mobile-dev ices The HighQ Drive App is also available with additional information here: https://knowledge.highq.com/help/appsplugins-and-connectors/highq-drive-overview J. Customization features that allow each user to configure the case management system to their own specific needs. Dashboards can configured to show data visualization graphs and data panels. You can have as multiple dashboards, allowing different user groups to have a dashboard with information that is important to them. (See https://knowledge.highq.com/help/working-withcontent/data-visualisation- overview ). Preset report views can be created to show specific categories of filtered data. (See https://knowledge.highq.com/help/site-content-anduser-administration/isheets-add-and-configure-vie ws ) K. The vendor will need to program, install, and integrate the case management system for our office and train our staff to fully utilize its features. HighQ features a full Professional Services team to perform installation, configuration, and training. For additional details, please reference the Installation and Training section of this proposal and attached SOW. L. Licensing and any associated fees. Licensing and associated fees are included in the attached cost proposal. M. Computer hardware requirements compatible with Section 1.6 herein. HighQ is able to comply with Section 1.6 requirements. Supported browsers and mobile device information is available here: https://knowledge.highq.com/help/bestpractices-and-more/supported-browsers -and-mobile-devices This table clearly demonstrates that HighQ not only provides a technically acceptable case management system for the Corporation Counsel, but that our proposed solution exceeds many of the identified requirements. Complete details about the offer are provided in the following pages. HighQ Collaborate for HI Corporation Counsel Page 9 RFP #4548 | Electronic Case Management System 05/06/2024 Key Use Cases for Government HighQ is a configurable solution. This model results in the customer’s faster ability to adopt new functionality and modify the platform as their needs change. In addition to adoption speed, our configurable model enables customers to make these changes at a lower cost than other solutions. INTAKE AND MATTER MANAGEMENT Automate and streamline the matter intake process to ensure your information is organized in one central repository and everything that comes through the legal departments is captured with full visibility. DOCUMENT MANAGEMENT Collaborate on documents using out of the box connections to Microsoft Word, Outlook, and Google Workspace. Manage the files that surround your work with capabilities that include version control, document assembly, audit history, auto-redaction, and mark-up comparison. CONTRACT MANAGEMENT Manage and report on all phases of the contract lifecycle, including contract drafting, storage, routing, and eSignature integration. Conduct due diligence, contract analysis, and risk assessments with the HighQ AI Hub. PUBLIC RECORDS REQUEST MANAGEMENT Handle all the major steps inherent in a public records act request including intake, tracking, secure document collaboration, redaction, production, and performance reporting. DOCUMENT AUTOMATION Accelerate document assembly for contracts, pleadings, letters, and other legal documents to quickly generate standard, error-free documents. Enable your clients to create documents from templates approved by the legal department, like professional service agreements. HighQ Collaborate for HI Corporation Counsel Page 10 RFP #4548 | Electronic Case Management System 05/06/2024 Intake and Matter Management HighQ can automate and streamline the matter intake process and ensure your information is organized in one central repository so you can capture everything that comes through your legal department with full visibility. LEGAL REQUEST INTAKE PORTAL MATTER MANAGEMENT DASHBOARD HighQ Collaborate for HI Corporation Counsel Page 11 RFP #4548 | Electronic Case Management System 05/06/2024 LEGAL INTAKE Standardize the legal service request intake process by having requestors submit requests through a smart web form and/or a client intake portal. Intake portals can be configured where clients can submit different types of action requests, check the status of their requests, communicate with the legal department, and access completed requests. WORKFLOW AUTOMATION Turn routine tasks into automated, intelligent processes – dramatically reducing the time, effort and risk associated with manual work. Immediately upon intake, automated workflows can send confirmation emails, route requests to the right department or individuals, assign deadlines and tasks, automatically generate documents, and more. MATTER COLLABORATION AND TRACKING Centralize all matter information in one place to make collaboration simple, effective, and accessible from anywhere. Track and search all open and closed matters in one place. Capture key matter information including due dates, status, assigned attorneys and staff, outside counsel involvement, funding and budget information, and any other unique information important to your agency. ROBUST REPORTING AND DASHBOARD DATA VISUALIZATION Understand the status of everything in progress – providing visibility, insight, and transparency. Configure leadership level dashboards for immediate oversight and visibility of the legal department’s workload, activity, and risk while also facilitating reporting requirements. Attorney level dashboards give attorneys immediate access to their immediate workload, including assigned matters and matter status, tasks, and events. Document Management Whether the Corporation Counsel requires a comprehensive system of record to secure all electronic documents in the cloud or just wants to add new value to existing document management system (DMS), HighQ delivers exactly what the Corporation Counsel needs. With HighQ, upload documents and share them instantly while maintaining full access and auditing control. Files can be added quickly using drag-and-drop, through Microsoft Office, email, bulk import, or by attaching them to an iSheet, wiki page, blog, or task. HighQ Collaborate for HI Corporation Counsel Page 12 RFP #4548 | Electronic Case Management System 05/06/2024 DOCUMENT MANAGEMENT PRODUCTIVITY INTEGRATIONS MICROSOFT OFFICE Our seamless Office add-in and advanced Microsoft 365 integration enables users to view, create, and collaboratively edit Word, Excel, and PowerPoint files in real-time and save them in HighQ. You can also file emails and save attachments directly from Microsoft Outlook. GOOGLE WORKSPACE Integration with Google Workspace is as simple as connecting your Google account in HighQ. Then, with just a few clicks, user can collaborate on Google Docs, Sheets, and Slides saved concurrently in HighQ. This integration makes is easier to collaboratively create and manage content in one place. You can also file emails and save attachments directly from Gmail. ELECTRONIC SIGNATURES HighQ’s signature integrations with DocuSign and Adobe Sign empowers users to complete approvals, agreements, and transactions faster by making it simple to select one or more files and send them to multiple recipients for signing. As you send them, you can indicate exactly where the documents need to be signed for greater clarity. DOCUMENT COMPARISON With Workshare Compare Everywhere, you can access their leading functionality directly from HighQ, without the need to launch separate applications. This integration enables users to review differences quickly, accurately, and securely in documents using Workshare’s online comparison capabilities, wherever you are, from any device. HighQ Collaborate for HI Corporation Counsel Page 13 RFP #4548 | Electronic Case Management System 05/06/2024 SECURE FILE SHARING Share large files securely either internally or with external parties. Create links to share existing files or quickly upload new ones. Control access rights with digital rights management, link expiry, watermarking and email verification for recipients. Use HighQ Drive to sync and share files directly from your desktop. ADVANCED FILE SECURITY Set advanced folder and file-level permissions for users and groups. Protect sensitive documents with digital rights management tools, a built-in document viewer and PDF encryption. Control users’ ability to save, print or copy files and even add watermarks. DIGITAL RIGHTS MANAGEMENT We’ve teamed up with Seclore to provide the most advanced, secure, and connected digital rights management (DRM) functionality available – delivering an additional, persistent layer of protection for shared and downloaded files. Files are encrypted and protected in their original format so people can work with them in the applications with which they are most familiar. COLLABORATION AND PROCESSING HighQ includes annotations, redlines, comments, and coauthoring. Seamlessly work with others to protect against risk and complete contracts as swiftly as possible, all while maintaining a full audit trail. DOCUMENT AUTOMATION POWERED BY CONTRACT EXPRESS Drafting high-volume, routine documents that do not require significant legal expertise wastes time and resources – and creates unnecessary bottlenecks. HighQ solves that issue, speeding self-service document assembly for contracts, agreements, and many other legal processes. You can easily build dynamic templates without programming, so users across your organization can quickly generate standard, errorfree legal documents. Contract Management We know it is vital to manage the contract lifecycle effectively to maximize value. HighQ provides a central hub for end-to-end contract management, enabling automated contract creation and approval, risk management, and obligations and compliance monitoring. HighQ Collaborate for HI Corporation Counsel Page 14 RFP #4548 | Electronic Case Management System 05/06/2024 CONTRACT MANAGEMENT DASHBOARD CONTRACT REPOSITORY HighQ Collaborate for HI Corporation Counsel Page 15 RFP #4548 | Electronic Case Management System 05/06/2024 AUTOMATED DOCUMENT ASSEMBLY Self-service contracts improve responsiveness and reduce time-to-value with self-service contracts. Users generate contracts from automated templates and clause libraries, ensuring speed, accuracy, and compliance. Customizable escalation workflows involve the legal team whenever appropriate. ARTIFICAL INTELLIGENCE Use multiple AI tools, including HighQ’s own AI engine, to review and categorize contracts, extract key terms, and monitor risk more efficiently. CONTRACT APPROVAL Every executed contract has oversight and consent through HighQ’s configurable contract approval workflows. Agreements are properly approved and efficiently executed through electronic signatures. DATA VISUALIZATION Contract metadata fields available during the drafting process and extracted using AI enable new ways to visualize powerful contract data. Easily develop contract KPI dashboards you need to effectively manage all your contracts. HighQ Collaborate for HI Corporation Counsel Page 16 RFP #4548 | Electronic Case Management System 05/06/2024 Public Records Request Management Simplifying and streamlining the Public Records request process is vital for the members of the public and for agencies that must deliver the information. HighQ takes the laborious and time-sensitive process of responding to Open Records Act requests and turns it into a simple and efficient process. HighQ works to solve the major pain points of the process: PUBLIC RECORDS ACT REQUEST MANGEMENT PUBLIC INTAKE HighQ enables intake forms configured for your agency to be placed on official webpages. Once a member of the public fills out the intake form, the information is automatically delivered into HighQ and alerts the relevant people a request has been made. TRACK AND MANAGE HighQ tracks and manages the request, including timely reminders to ensure all-important deadlines are not missed. COLLECT, REVIEW, REDACT, AND PRODUCE HighQ acts as a central repository for all data and documents required. Everyone involved in gathering information for the request and producing the response can collaborate in HighQ. Documents can be reviewed, redacted in bulk, bundled, and delivered securely to the requestor. MANAGING RISK AND REPORT Dashboards can be customized to keep track of key metrics, including how many requests were received, how much data had to be collated, how long did it take to respond to a request, how many were late, and HighQ Collaborate for HI Corporation Counsel Page 17 RFP #4548 | Electronic Case Management System 05/06/2024 what type of requests were received. Keep details records of requests that were denied and exemptions that were taken. Document Automation HighQ document automation provides a faster, more efficient, and more consistent way of drafting and completing documents. Customized templates remove the tedious and time intensive process of manually entering and editing documents. DOCUMENT AUTOMATION STAY BETTER CONNECTED Securely share and collaborate on generated documents and leverage data collected in HighQ to avoid rekeying in the questionnaire. WORKFLOW AND PROCESS AUTOMATION Automate the generation of single or document suites and route them for approval using automated workflows and track the progress. ON-DEMAND DOCUMENT ASSEMBLY Empower clients to generate fully drafted and branded legal documents by filling out an online form, which automatically pushes the submitted data into the template. HighQ Collaborate for HI Corporation Counsel Page 18 RFP #4548 | Electronic Case Management System 05/06/2024 SEAMLESS DOCUMENT MANAGEMENT Manage the generated documents in HighQ’s central, secure repository, where you can easily access, organize, share, track, audit and archive every version. Other HighQ Use Cases ALL YOUR LEGAL OPERATIONS IN ONE, CONNECTED SYSTEM Intake and Self-Service Simplify and standardize the legal intake process and provide easy access to self-service contracts, tools, and guidance Vendor Management Collaborate with outside counsel, monitor, track performance against KPIs, and manage vendor relationships NDA Requests Enable the business to quickly generate standard NDAs, manage their approval and execution, and track them throughout their lifecycle Risk Mitigation Proactively monitor legal risk and manage the organizational response to protect the business against critical emerging threats Knowledge Management Capture, find, and share legal know-how in one central place, reducing duplication and improving productivity and decision-making Board Management Allow board members to coordinate activities, collaborate with each other, and securely access and share board documents IP Management Centralize, manage, track, and protect your organization’s patents, trademarks, licenses, and other intellectual property rights Project Management Manage and visualize all workstreams, tasks, deadlines, and resources associated with key legal projects to ensure seamless delivery Data Visualization Build customizable dashboards that turn your legal operations data into insightful, dynamic charts, graphs and KPI panels Artificial Intelligence Integrate data from multiple AI engines into HighQ, making processes like document analysis more intelligent and automated Data Collection Capture the data that surrounds matters, claims, contracts, risk, and IP to automate steps and improve decision-making Task & Event Management Plan, organize, and track legal work and internal projects more efficiently with agile task management tools and custom metadata Collaboration & Productivity Capture, manage, and share knowledge and empower your team to efficiently collaborate, complete tasks and stay organized Document Repository Create, manage, and collaborate on legal documents securely in one place and coauthor them using Google Workspace or Microsoft 365 HighQ Collaborate for HI Corporation Counsel Page 19 RFP #4548 | Electronic Case Management System 05/06/2024 HighQ Features and Capabilities HIGHQ COLLABORATE PREMIUM CLOUD-BASED SOFTWARE HighQ is a cloud-based collaborative office management solution that will allow your agency to work Smarter- Faster- Simpler. Foundational Features When evaluating technologies and considering vendors, features matter. Because our intelligent work and engagement platform was designed specifically for the legal sector, we paid extra attention to the features that you and your agency demands. • Security: Government customers across the U.S., financial institutions and corporations trust HighQ’s secure cloud to protect their valuable data and securely exchange sensitive information. • Integration: When you invest in IT solutions, you need them to work well together – just like your team. We use the latest integration methods to help you and your applications do more, collaboratively. • Mobility: Built from the ground up to support the mobile nature of business, our platform enables your team to work together efficiently regardless of where they are or what device they’re using. • User experience: Work more intelligently and provide more valuable services with solutions that your colleagues and clients actually look forward to using. Capabilities Core capabilities • Security and compliance: advanced capabilities such as IRM, granular permissions, private cloud and ISO27001 • Auditing and reporting: detailed user and activity tracking with granular reporting and auditing functions • APIs and integrations: mature APIs, vibrant developer community, native integrations with other key systems • Document management: advanced file versioning, editing, collaboration and custom metadata capabilities • Task management: agile task management, timelines, calendaring and project management capabilities • Social collaboration: activity streams, wikis, blogs, user profiles, commenting, tags and private messaging • File share and sync: personal file management, secure file sharing, HighQ Drive apps • Smart forms and data sheets: advanced iSheets capability with structured data collaboration and smart form capture HighQ Collaborate for HI Corporation Counsel Page 20 RFP #4548 | Electronic Case Management System 05/06/2024 • Dashboard builder: customizable project dashboards with status tracking, activity and data visualization • Solution templating: ability to create repeatable, portable solutions using the full breadth of platform capabilities • Content management: publishing and personalization of web content such as publications, video and events • Data visualization: advanced charting and visualization capability for tasks, document analysis and iSheets • Document automation: assemble and generate documents with dynamic data automatically, based on templates • Artificial intelligence: AI Hub seamlessly integrates native HighQ AI and third-party engines into the platform • Workflow automation: process automation engine to automate manual, repetitive and timeconsuming tasks DASHBOARD HighQ contains state of the art dashboarding and reporting across all metrics and content. Data is collected and stored in a proprietary database (iSheet). Metadata can be added to files manually or through an AI engine and can also be included in a variety of dashboards and reports. These reporting mechanisms are code- free and can be customized to an individual user’s needs, workflow, and job requirements. Dashboards can be created into charts, KPI cards, Graphs, lists, calendar events, and more. Reports can be exported in any number of standard document types. • Activity stream: Stay up to date with your team via the activity stream, which displays a chronological view of all recent activity from across all of your workspaces. See when your colleagues upload files, edit wiki pages, assign tasks or perform any other action. Interact with colleagues by commenting on or liking updates directly in the stream. • Microblogging: Share links, images and updates directly into the activity stream. Control who can read your posts by sharing with specific sites or the whole organization. Alert people with @mentions and add hashtags to group comments around trending topics. • Filter and search: Apply powerful filters to narrow down your view of the recent activity by content types, sites or groups of people to only show the updates that you’re most interested in. The global search provides results as you type so you can quickly find people, favorites or sites from anywhere in the system, and you can quickly filter search results too. FILES Our powerful secure file sharing and document management module integrates seamlessly with the rest of the platform. The intuitive user interface and granular security controls makes it easy to use and it’s enterprise-ready. • Powerful and easy to use: The powerful enterprise-grade file sharing and document management features allow you to have granular control over your files, folder structure, access rights and configuration settings but the system doesn’t get in your way. The intuitive user interface helps you securely share files and manage your documents with ease. HighQ Collaborate for HI Corporation Counsel Page 21 RFP #4548 | Electronic Case Management System 05/06/2024 • Advanced file security: Set advanced folder and file-level permissions for users and groups. Protect sensitive documents with digital rights management tools, a built-in document viewer and PDF encryption. Control users’ ability to save, print or copy files and even add watermarks. • Enterprise-grade features: Our file sharing and document management technology has evolved from our experience providing data room solutions to some of the world’s largest law firms and banks. Enterprise features such as bulk upload and download, custom document metadata, DRM, reports, detailed auditing and more are built into the module as standard. • Secure file transfers: Share large files securely either internally or with external parties. Create links to share existing files or quickly upload new ones. Control access rights with digital rights management, link expiry, watermarking and email verification for recipients. Use HighQ Drive to sync and share files directly from your desktop or use the Office plugin to share files straight from Word and Outlook. There is a full audit trail of all shared files and registered recipients can also send files back to internal users. • Microsoft Office integration: Our Microsoft Office plug-in makes HighQ Collaborate available in the Open and Save dialogues within all of the Office apps. You can save new files directly to any workspace and files you open are checked out and then saved back to Collaborate as a new version in one seamless process. You can even create secure links to share files directly from within the Office apps and the Outlook integration allows you to automatically replace large attachments with secure download links. • Full-screen file preview: Our full-screen file viewer is high fidelity and doesn’t require any plugins. The viewer allows you to quickly preview files from anywhere in the system, retaining your context and keeping you productive. You can easily move to the next or previous file and all file metadata, comments and tasks are displayed in the info panel. Users can mark-up and add shared annotations to files within the viewer and we support over 150 file types including Microsoft Office, PDF, Emails and specialist formats including DICOM medical images and AutoCAD files. • Audit trail: HighQ provides multiple tracks to monitor and track the changes and production of documents within the system. Individual documents will track who made the changes and the changes made while also providing the ability to store and compare multiple versions of documents. WIKI Improve teamwork and capture valuable knowledge by empowering your teams to work collaboratively to create, share and discuss documentation, meeting notes, minutes, specifications and ideas directly in the browser. • Capture valuable knowledge: Consolidate your company’s collective intelligence by capturing and sharing valuable knowledge into one place that’s easily accessible and discoverable when it’s needed most. Information captured in wikis can easily be used and updated by anyone with access, so it’s much more likely to be kept up to date. • Boost team effectiveness: Reduce inbox overload and reliance on file shares or network drives by providing a central place for teams to collaborate together and create content quickly directly in their browsers using our advanced content editor and social collaboration features. • Organize your information: Each project, team or department can have its own wiki to keep its information organized with easy page linking, dynamic content lists and structured page HighQ Collaborate for HI Corporation Counsel Page 22 RFP #4548 | Electronic Case Management System 05/06/2024 hierarchies. Tag your pages to group content around topics and easily attach files from the central repository in every site to quickly bring your information together. BLOGS Cut down on email. Let people publish blog posts to share news, project updates, insight and thought leadership with their teams and consolidate discussions around hot topics and projects. • Focus your discussions: Group discussions are notoriously difficult to follow via email and can distract people from their work. Focus your discussions around important topics and projects in blog posts to consolidate your conversations in a central place where people can opt-in to subscribe if they want to and simultaneously reduce email overload. • Broadcast knowledge: Share information, knowledge and ideas with your project team, department, or even company-wide through blogs. Information can flow freely and be discovered by anyone that finds it useful, rather than being trapped in the inboxes of a few people. • Follow thought leaders: Every organization has thought leaders and experts in various fields. When they blog about their thoughts and experiences, others can learn from their knowledge in their particular areas of specialism. Blogs allow for the capture and transfer of tacit knowledge and information around the organization much more effectively. TASKS Keep yourself organized and boost your team’s efficiency with tasks. Get a quick overview of the progress of projects, assign tasks to others, add due dates, statuses, priorities, links, comments and reminders. • Boost team efficiency: Move your task management out of your inbox and into a team site so everyone knows where to find the information they need and can access it from anywhere. Easily create, assign and comment on tasks in a place where the whole team can stay connected and up to date with project progress. • Organize your projects: Create workspaces based around tasks to bring all of your project’s assets together into one place. Easily attach files, link to wiki pages and add comments. Group tasks together into lists and set permissions for which groups of users can see and update those lists. • Get a bird’s eye view: Project managers can see everything, including overdue tasks, priorities and statuses. Team members can see their tasks in the context of the whole project and alongside their teammates’. Anyone can apply filters to focus on a subset of tasks assigned to them, in a specific list, due on a set date or with a certain priority or status. EVENTS Improve collaboration and simplify project management by giving everyone in your team visibility of upcoming project milestones, deadlines and meetings with our sophisticated calendaring tools. • Keep everyone up to date: Make sure the whole team is aware of meetings, deadlines and milestones by publishing important events in shared calendars for each project workspace. The easy-to-use calendar views with color-coded categories, subscription feeds and email updates mean everyone will always know what’s happening and when. HighQ Collaborate