Start with the records that carry the most risk
We begin by looking at the parts of the system that can cause the most friction during transfer. That usually includes active matter files, template libraries, message-linked documents, folder structures and any records that need to stay searchable after the move. The aim is to see what can move cleanly, what needs tidy-up, and what should stay out until it is sorted.
In a South African firm, the mix is rarely neat. Some matters sit in shared drives, some in older case tools and some in local folders with names that only the original user understands. A review gives structure to that mess without forcing a full clean-up before the facts are known.
- Active matters that must keep their history
- Template sets used for letters, notices and routine court work
- Evidence folders with date-sensitive material
- User files that contain duplicated or outdated versions
Check templates before they are carried over
Templates need careful attention because they often hold the logic that firms rely on every day. During the review, we look at field mapping, naming patterns, clause libraries and whether the current document set still matches the way the firm works now. A template can look fine on screen and still break the moment data fields are moved into a new structure.
We also note where manual editing has crept in over time. If a template has been patched repeatedly, it may be better to rebuild it cleanly than to drag old problems into the new system. That decision saves time later, especially where teams need steady output under deadline pressure.
- Field names and merge logic
- Conditional text blocks and fallback values
- Version control for master templates
- Repeated edits that point to a rebuild
Review matter structures and workflow stages
Matter data can be organised in many ways, and not all of them transfer neatly. We review how your firm groups matters, which stages are used, what dates are tracked and how tasks move from one person to another. That matters for firms in Sandton, Pretoria and Cape Town where the same process may be described in different ways by different teams.
The review also highlights gaps in the record. If deadlines sit in notes rather than fields, or if work status is only visible inside someone’s inbox, the migration needs a better plan. The goal is not perfection, just enough clarity so the new matter pipeline reflects real work and not guesswork.
- Matter types and folder rules
- Deadline fields, status codes and task owners
- Open items that need carry-forward notes
- Records that should be closed before transfer
Separate evidence that must stay searchable
E-discovery and evidence imports need their own review because they are rarely just another folder of files. We check file volume, naming consistency, duplicate documents, scanned images, exports from other systems and any material that needs better indexing before it lands in the new environment. If the evidence trail is cluttered, search becomes slower and reviews become harder to manage.
For firms working under POPIA-aware handling, the review also flags where sensitive files sit and who should be able to see them. That does not turn the process into a legal exercise, it just helps the transfer stay disciplined. Secure handling matters when the records include client information, correspondence and supporting documents that should not drift into the wrong hands.
Set permissions before the move goes live
Access control should be mapped before the migration, not after someone has already been locked out or given too much visibility. We review user groups, role-based access, admin rights and any matter-level restrictions that need to carry forward. A firm in Durban may want a different access pattern from one in Bloemfontein, depending on who handles files, who reviews documents and who only needs read access.
This is also the point where we check the admin layer. If too much depends on one person holding the keys, the new setup should not copy that weakness. A sensible review gives the operations team a clearer picture of who needs what and where control should sit.
- User groups and role mapping
- Matter visibility rules
- Admin rights and change control
- Security checks for sensitive records
Use the review to shape the migration plan
Once the records are assessed, the review becomes a working plan. It shows what should move first, what needs cleaning, what must be rebuilt and which teams should touch each part of the process. That reduces surprises during implementation and helps the firm keep its deadlines in view while the data is shifting.
It also gives your internal team a practical checklist for the handover. Templates, matter records, evidence folders and permissions each get a clear place in the plan. For firms with offices in Johannesburg, Pretoria, Cape Town, Durban or Bloemfontein, that structure helps everyone work from the same record set instead of five different versions of the truth.
