Start with one matter list, not five
Most firms do not have one clean source of truth. Matter details sit in spreadsheets, inboxes, shared folders, old case notes and a few memory based shortcuts that only one person understands.
Begin by pulling every active and recent matter into a single working list. Include the matter name, client, opposing party, reference number, status, responsible attorney, branch and the main document location. If a field is missing, mark it clearly instead of guessing.
- Use one naming pattern for all matter records.
- Separate active matters from closed or dormant files.
- Keep a note of duplicate references or merged matters.
- Capture the main contact person for each file.
Tidy the details before any import starts
Migration goes better when the data is stripped down to what is useful and checked for errors. A matter record with three spellings of the same surname, or two different opening dates, will create confusion later.
Review names, ID numbers where relevant, reference formats, dates, court or forum details and file status values. Standardise abbreviations so they mean the same thing across the firm. If a record is incomplete, assign someone to verify it before it moves into the new system.
- Fix duplicate client names and duplicate matter numbers.
- Confirm dates are in one format only.
- Check that closed matters are marked correctly.
- Remove informal notes from structured fields.
Separate core matter data from loose evidence
Evidence and matter administration are related, but they should not be treated as the same thing. A clean platform works better when the matter header carries the business details, while files, bundles and exhibits sit in the right evidence area.
Sort documents into clear groups before migration: pleadings, correspondence, authority forms, bundle items, transcripts, and imported evidence. Use simple labels that staff can recognise at a glance. If a folder contains mixed content, split it first rather than dumping the whole thing into one queue.
- Move final versions out of draft piles.
- Mark privileged or restricted documents carefully.
- Rename vague folders like Misc and Old Stuff.
- Keep scanned items linked to the correct matter.
Map your old habits to new workflow stages
Many firms already have an informal rhythm for opening, progressing and closing matters. The problem is that the rhythm is hidden in people’s heads or scattered across message threads. A migration works best when those habits are translated into visible workflow stages.
Decide which steps belong in intake, review, drafting, approval, filing and archive stages. Keep the number of stages practical. Too many steps make staff ignore the system, too few make deadlines hard to follow. Build the workflow around how the practice really runs in Johannesburg, Pretoria, Cape Town, Durban or Bloemfontein rather than forcing a generic setup.
- List the stages every matter must pass through.
- Assign who moves a matter to the next stage.
- Set reminders for court, filing and internal review dates.
- Keep urgent matters visible without cluttering the full list.
Sort access before the first user logs in
Legal files carry sensitive information, so permissions should be planned before the platform goes live. Not every user needs the same view, and not every matter should be visible to every team member.
Set roles for attorneys, paralegals, ops staff and admins. Decide who can edit templates, who can upload evidence, who can approve changes and who can see restricted matters. For POPIA aware handling, keep access narrow, documented and tied to a proper business reason. Good permissions reduce mistakes and make audits easier to follow.
- Review shared accounts and remove them.
- Restrict sensitive matters by team or branch.
- Check who can export data or download bundles.
- Confirm admin rights are not spread too widely.
Use a short sign-off pass before migration day
A final review catches the kinds of problems that are expensive to fix later. This pass should be brief, focused and done against the actual import file or matter list, not a separate memory based version.
Check that every active matter has a responsible person, a current status and a home for its documents. Review a sample of records for consistency, then fix the same issue across the full batch. A careful close on the data side gives the firm a steadier start inside the new system.
- Confirm file names follow the agreed format.
- Check that all essential dates are present.
- Verify the evidence queue is searchable.
- Make sure closed matters are not mixed with live work.
