GB2428319A

GB2428319A - Web based document management

Info

Publication number: GB2428319A
Application number: GB0514594A
Authority: GB
Inventors: James Richard Norton; Louise Claire Isobe Hammersley; Tobias Bartholomew Hotchkiss; David Sherborne
Original assignee: Individual
Current assignee: Individual
Priority date: 2005-07-13
Filing date: 2005-07-13
Publication date: 2007-01-24
Also published as: GB0613860D0; WO2007007087A2; GB2432238A; GB0514594D0

Abstract

A web based case management solution for the legal industry which allows electronic information sharing between primary and one or more nominated users. The invention comprises a number of features which allow efficient and effective access to critical case management information and further specific documents generated by one or more of the primary and/or nominated users. There is further provided, between primary and nominated users, a means of creating an electronic shared bundle of documents relevant to the case file. A case law authority search tool is also provided which allows the primary users to add, delete or modify information in an electronic, shared authorities bundle.

Description

A Web-Based Legal Case Management System The present invention relates to

a web-based case management system for the legal industry called Briefbox. The system enables specific classes of users with variable access rights to easily, securely and conveniently store, edit, share, view and manage important data, information and documents within a single web-based management application. In particular, the system is intended to enable electronic sharing of case management documents through an electronic bundle.

Confidential and sensitive case management documents would otherwise ordinarily be faxed, copied, emailed or despatched between parties in paper form. The system further incorporates a number of specific management tools which enable users to improve the speed of communication and efficiency of information exchange between parties, in addition to increasing certainty and avoiding confusion, all within a secure environment.

In the legal industry, it is essential that all parties to any particular case, which parties may include solicitors, barristers, attorneys, patent agents or trade mark agents, have up-to-date and accessible information relating to all aspects of any particular case. At present, this often involves sharing information between parties using fax, CD, courier, document exchange facilities-or in some cases, email transmittals. These methods necessitate either the creation of multiple paper copies of large quantities of documents, or require unsecured electronic copies or transmissions to be made of sensitive information. The existence of more copies of documents than are necessary, whether in paper or electronic form, leads in itself to a reduction in security and a greater opportunity for confusion, as well as increasing costs.

Document exchange facilities are one method that has been used to improve the speed and security of information transfer between parties to a case. Although document exchange facilities can improve security and do provide a more centralized system for exchanging documents, they are still heavily reliant on secretaries and clerks for accurately making multiple paper copies of documents and then filing those documents. Even with its advantages, the system remains labour intensive and time consuming.

Bespoke databases, often designed specifically for a particular company or organisation to improve data management and efficiency, can offer a partial solution to the problem.

However, these database applications are frequently modular in design and when new systems are developed for new clients, there are either two few, or too many, of the desired features. In addition, there is often a requirement for a time consuming relabelling and reconfiguring exercise to attempt to suit the system to the needs of the client. This invariably leads to bulky systems that do not do what is really required and that often serve to confuse or overwhelm the user with irrelevant information fields. Such database application implementations can be disruptive, costly and time consuming with intensive retraining and data transfer exercises often being required to merge from older systems. A further limitation of such systems is that they often only allow coimnunication between in-house clients and serve only the company into which they were installed: there is no communication or information sharing, aside from on a very limited basis with outside counsel, clients or partners. US 6549894 is one such example of a database application which was developed to manage an in-house intellectual property portfolio and warn of forthcoming critical dates.

CD'S and email have latterly been used as quick methods for transferral of documents between interested parties, both in- house and externally. However, such transmittals are frequently unsecured and the documents unprotected. Moreover, these methods have limitations: whilst they may provide a relatively straightforward means for transferring documents and information which are fixed at a point in time, said information then being downloadable onto a recipient's computer, they are unable to provide real time critical date or other fragmented data information. Exchanging fixed data at set points in time often leads to multiple versions of documents existing on several computers belonging to separate users. If critical dates change over time, it is also possible that this information may easily become confused and potentially lead to a user missing a date or relying on outdated information. Furthermore, non-centralized means of storage and filing used by multiple recipients of fragmented data can lead to further confusion and/or loss and/or a greater likelihood of breaches in security and unwanted

disclosure.

A number of industries have sought to develop web-based information sharing software, although this has largely been limited to intranet networks which serve to benefit only the employees of large corporations. US2004/00220819 seeks to improve the process by which, in particular, legal agreements are authorized by a number of persons in the chain, both internally and externally. However, it does not describe means for the parti-es to actively and communicatively develop and manage a real time database of information for their common use and benefit. Furthermore, there are no means for establishing and managing database rights for teams of users who are then able to access, view manage, edit and store, specific information in order to avoid the confusion, security and wasted costs issues associated with unnecessary electronic and paper copies of confidential documents. The industry lacks an effective means for providing multiple users, with differing needs and differing information management privileges, to view, add, delete, modify or access a real time centralised case management bundle of information, and in particular, critical case dates, details and documents.

It is an object of the present invention to address some of the issues detailed above.

Accordingly, the invention provides a web based legal case management software application which enables selective information management between a primary and one or more nominated users, characterized in that: a case file creation means enables a primary user to create one or more case files within which information can be stored and managed; a user nomination means en-ables the primary user to nominate- one or more nominated users and thereby grant rights to the one or more nominated users to manage selected information within the case file; and the case file is divided into a private information area and a shared information area; an information management means enables said primary user to store and manage information in one or both of the private and shared information areas and also enables nominated users to store and manage information in one or both of the shared and private information areas, dependant upon the rights allocated to said one or more nominated users; thereby enabling an efficient and secure exchange of information between the primary and nominated users.

In a preferred embodiment, the user nomination means comprises a field or fields in which the primary user who creates the case file enters the email addresses of nominated users, thereby granting those nominated users rights to access the case file by the use of their email address as their username. Any number of nominated users, up to a limit set according to the primary user's Briefbox licence conditions, can be specified by the primary user who created the case file. Preferably, if the nominated user's email address is that of a secondary user, then that secondary user will be provided solely with access to the shared information area of the case file. If the nominated user's email address is that of a further primary user, then that primary user will have access to both the shared information area and a private information domain (PID) within the private information area of the case file. Each primary user with access to a particular case file has access to a PID which is separate to the PID of any other primary user to that case file. Therefore, each PID within the private informati-on area is only accessible by the primary user to whom it has been assigned. In a preferred embodiment, the usernames and rights associated with primary and secondary user access to case files and shared and private information areas, and within them PID's, are stored within a user database. In a further preferred embodiment, all information and data stored within the shared and private information areas of any case file, including all case file details, are stored within a case file database.

Preferably, the shared information area includes a noticeboard which allows the primary and nominated users to exchange information efficiently by posting free text notes which are then displayed, for all users who have access to the particular case file, to view. Any posting of a free text note may also preferably be accompanied by a note which indicates the time, the date and the username of the user who posted the note.

In a further preferred embodiment, the shared area is provided with a case date management means which allows the primary and nominated users to add or delete and view and amend specific case management case actions and assign a due date to each. The selection of a case action to add is preferably provided for by the use of a predefined drop-down list. The user is then able to select a case action from the list, set a due date for that case action, and further, select whether or not they would like to set a reminder at a specified time prior to the due date for the case action. A user can schedule an email to be sent out by the system at a specified time such that the users are forewarned of forthcoming case actions and critical due dates are not missed or forgotten. This is especially important as case actions such as trial dates or other important dates can be scheduled for a period far into the future and are easily forgotten or never accurately recorded in any one system. The case date management means ensures that all critical due dates for case actions associated with any one case file are stored in a case file database and are accessible and manageable by all users allocated to the case file. In a further preferred embodiment, the name of the user, and the time and date that the case action was added to the case file database are also displayed under the case action for the benefit of other users. This system improves efficiency and helps to prevent the serious repercussions which can arise as a result of missing critical case action due dates, in particular, case action dates leading up to a trial. Such other case actions may include, claim form expiry, disclosure of documents, witness statement exchange, case management hearing and trial.

The shared information area is further preferably provided with a client instruction means which enables users to store and edit documents which relate to instructions, and in particular legal instructions to a barrister. It is a further preferred embodiment of the invention that instructions documents can be indexed under tabs into an instructions folder, thus enabling clear, secure and reliable access to instructions documents.

In yet a further embodiment, a case management bundle means is provided within the shared information area to enable primary and nominated users to add, delete, view, modify and index documentary information within any particular case file for which they have access. In particular, it is preferred that users are able to add and delete bundle folders and upload and index bundle document files to the bundle folders using tab headings in order to create a shared electronic bundle of information relevant to that case file. The electronic bundle of indexed bundle folders and bundle

-B-

documents can then be easily shared between all users who have access to the case file. It may further be preferred that the bundle folders can be allocated codes and colours to assist with identification and indexing. The availability of such an electronic bundle of shared, indexed bundle documents and bundle folders greatly reduces the need to continually print out and exchange paper copies of documents between interested parties to a case. As a result, there are security, time and cost benefits associated with such a system in addition to the fact that the information is centralized and thereby ensures that all users to any one case file are consistently working from the same information.

In a further preferred embodiment, the private information area is provided with an authorities bundle means which, according to the area of law and procedure involved in the particular case file, allows primary users to add precedent case law information to an authorities bundle. In a preferred embodiment, the authOrities bundle comprises a law fo-lde-r and a procedure folder into which precedent case law documents can be indexed. A search means preferably enables the primary user to select particular areas of law, for which a list of the relevant precedent case law is then generated by the system. All precedent case law information is drawn from a precedents database (not shown) which is searched by the system using the search means to produce a list. The user may select precedent case law of interest from the list generated by the system from the precedents database, and then add reference precedent case law information to the case file for future referral. In a further preferred embodiment, the search means for the law folder comprises two fields, the second of which fields changes upon making a selection in the first field to narrow the search in the field of law selected

in the first field still further.

In a yet further preferred embodiment, the private information area is provided with a task entry means which enables primary users to add, delete, edit and view task information and to preferably allocate due dates to those tasks. It is further preferred that, upon entering a task item, the system displays under the task item the username, date and time that the task item was added.

It is preferred that, within the private information area, a private file means is provided in which primary users can add, delete, edit and view private documents which they have not yet finished or completed and which they do not yet want to share with users who have access to the shared information area. It is a further preference that the primary user is able to index private documents into a private documents folder under individual tab headings. A transfer means is a further preferred feature of the invention, which enables the primary user to transfer private documents from the private file means in the private information area to the shared information area when the private documents are completed, or if and when the primary user desires to do so. It is further provided that the primary user may also transfer private documents which he has previously transferred to the shared information area, back into the private file means.

In yet a further preferred embodiment, case files are provided with a timer means which is activated upon the opening and closing of the particular case file. In a preferred embodiment, when a case file is opened, the timer - 10 - means automatically starts timing, and then stops when the case file is closed. It is further preferred that the time information generated by the timer means is recorded on a time sheet which preferably collates time information according to case file, date, the time for which the case file was open, and user. This time sheet may then be used for the purpose of calculating costs and billing for court and/or company and/or organisation purposes.

A homepage means may further be provided when a user logs on to the system, said homepage means displaying case file summary information relating to the case files to which the user has access rights. The case file summary information may preferably include task summary information and last case accessed information showing the last case files that the user has accessed. Preferably the task summary information displayed relates to those task items which have a due date within the next seven days, and the last case accessed information relates to and displays references to the last five case files accessed by that user.

It is further preferred that the homepage means contains a case file search means, a case file creation means and a pending actions search means. In a preferred embodiment, the case file search means responds to entry of a name, or part of th name of a case file to which the user has access rights, by displaying a link to that case file which can then be accessed via that link by the user. Preferably, the pending action search means responds to the entry of a date range for which period all case actions in all case files to which that user has access rights, are then displayed.

- 11 - It may further be preferred that when a new case file is created by a primary user, an address book means is provided which contains the contact details for all parties of interest to the primary user who is creating the case. Those details may then be quickly and easily added in when the case file is created and referenced later through a case file details information window in the case file.

- 12 - The invention will now be further described, by way of example, with reference to the accompanying drawings, in which: Fig. 1 is an exemplary embodiment of a front page layout for the Briefbox and affiliated web based software products; Fig. 2 is a flow chart which describes the relationship between primary and nominated users and their access rights in regard to the private and shared information areas of case files; Fig. 3 is a schematic diagram which describes an exemplary arrangement for the user and case file databases.

Fig. 4 is a preferred embodiment of a screen display for the Briefbox user login screen; Fig. 5 is a preferred embodiment of a screen display for the case file creation means; Fig. 6 is a screen display depiction of a preferred embodiment for the nominated users entry system; Fig. 7 is a screen display of an exemplary embodiment for the task entry means feature in a case file; Fig. 8 is a screen display of an exemplary embodiment for the private file means feature in a case file; Fig. 9 is a screen display of an exemplary embodiment for the authorities bundle means in a case file; Fig. 10 is a screen display of an exemplary embodiment for the case date management means in a case file; Fig. 11 is a screen display of an exemplary embodiment for the noticeboard means in a case file; Fig. 12 is a screen display of an exemplary embodiment for the case management bundle means in a case file; Fig. 13 is a screen display of an exemplary embodiment for the client instruction means in a case file; - 13 - Fig. 14 is a screen display of a preferred embodiment for a homepage means; Fig. 15 is a screen display of a preferred embodiment for a case file search means; Fig. 16 is a screen display of a preferred embodiment for a pending actions search means; Fig. 17 is a screen display of a preferred embodiment for the timer means in a case file; Fig. 18 is a preferred format for the time sheet document; Exemplary embodiments of systems, screen displays and means that facilitate the function of the web based case management tool known as Briefbox, are described below in detail. The systems, screen displays and means provide, for example, the sharing of an electronic bundle of files and folders. They further exemplify how users may benefit from separate and defined shared and private information areas which are accessible only by users zho have relevant access rights.

Theses various embodiments describe a number of preferred ways of practicing the invention. However it should be noted that each means and application may be practiced independently and separately from one another, or used in combination with other means and applications described herein.

Figure 1 shows a preferred screen display layout for a homepage 1 which may be viewed on any internet, intranet or similar facility by using an internet browser application loaded to a personal or business computer. A clickable hyperlink from the Briefbox logo 2 is provided which enables :1.4 - users to access the Briefbox web based legal case management system. Further links 3,4,5 may also be provided to further elements of related legal case management applications.

Figure 2 is a preferred depiction for a user flowchart layout 6 which illustrates the relationship between case files 7, the primary user who creates the case file 8, and nominated users 9. Nominated users 9 may be additional primary users 10 or a secondary class of user 11, which nominated users 9 are granted rights of access to the case file 7 by the primary user who creates the case file 8. The primary user who creates the case file 8, may specify a defined number of nominated users 9 for any case file 7 dependant upon the terms of their Briefbox licence. These nominated users 9 may therefore include a number of primary users 12 and/or a number of secondary users 13. The case file 7 is divided into a private information area 14 and a shared information area 15. The private information area 14 is divided into one or more private information domains 16, which dbmäins are separate from one another and allocated individually to each of the primary user who created the case file 8 and/or further primary users 10,12 who are specified as nominated users 9. A primary class of user 8,10,12 has the rights to create case files 7 and each primary user 8,10,12 may exchange and manage information 17, in both directions, separately, with a private informatidn domain 16 which has been allocated to that user. The information managed and exchanged 17 between a primary user 8,10,12 and a private information domain 16, is private to that user and only viewable, editable and manageable by the particular user to whom the private information domain 16 has been allocated. A primary user 8,10,12 also has the rights to exchange and - manage information 18, in both directions, with the shared information area 15.

A secondary class of user 11,13 only has the rights to exchange information 19, in both directions, with the shared information area 15, and has no rights to create case files 7 or to access any information held in the private information area 14.

Figure 3 is a depiction of a preferred arrangement for a database architecture to enable the user to easily and safely access and store information in the system. The information stored within any number of case files 7 (see figure 2 for a description of the information), is preferably stored and held within a case file database 21, which is in turn preferably stored and arranged on a secure server 22.

Similarly, it is preferred that a user database 25 controls access rights for users in order to enable or deny access to case file 7 information held on the case file database 21.

The access rights information held on the user database 23 is allotted to primary users 8,10,12 under a Briefbox licence or to secondary users 11, 13 through nomination as a nominated user 9.

Figure 4 shows an exemplary embodiment for a user login screen page 24, having a login button 25 which causes a login window 26 to appear in which the user is prompted to enter a username 27 and password 28. The users username and password are allocated via a registration and licensing process which is progressed via the Briefbox registration button 29. The registration process is not shown in detail. When the user has entered their username and password, Briefbox licensed - 16 - users will be able to proceed to the licensed part of Briefbox by clicking the login button 30. Both primary 8,10,12 and secondary users 11,13 are able to log in to the Briefbox system using this method.

Figure 5 shows an exemplary embodiment for a homepage means 31 screen display. The homepage means 31 provides a number of tools to enable the user to manage new information as well as information currently held in the system and provides a main window 32 in which information is displayed to the user. In a preferred embodiment, a case file creation means 33 is provided which enables a primary user 8,10,12 to enter the a new case name 34 for which the user would like to create a new case file 7 which can then be managed using the Briefbox system. When the case name 34 has been entered by the user, the user is able to click the create case button 35 in order to create the case file 7. Secondary users 11,13 do not have access rights to enable them to create new case files 7 using this method.

Figure 6 is a preferred screen display which shows part of a form 36 that appears in the main window 32 when the create case button 35 has been clicked by the user. The user is prompted to enter further details relating to the new case file 7. The system provides fields 37 in order that the primary user 8,10,12 creating the case fIl 7 may nominate, preferably by email address, users to whom the primary user 8,10,12 wishes to grant case file 7 access rights. The nominated users 9 may be primary users 10,12 or secondary users 11,13, as described in figure 2. When the primary user 8,10,12 has finished entering the required information, clicking a further create case button 38 creates the case - 17 - file 7 which then contains the specified case information and nominated user 9 access rights.

Figure 7 shows a preferred screen layout for a case file 7.

The case information details 126, added previously to create the case file 7, are displayed in an editable window 49 for the purpose of efficient information management. A preferred screen arrangement for the private information area 14 and the shared information area 15 form part of an information management means 39, which is designed to enable users to easily and selectively access and manage information to which they have access rights within the specific case file 7. A task entry means 40 enables primary users 8,10,12 to add, edit and delete 41 task items 42, which are displayed in the case window 43. Primary users 8,10,12 are further able to add due dates 44 to any task item 42 and to set an email reminder which then generates a system email which is sent to the primary user 8,10,12 on a set date 46, prior to the due date 44. As each primary user 8,10,12 has a separate private information domain 16 within the private information area 14, the email is only sent to the primary user 8,10,12 who added the task item. Similarly, the task items 42 added are specific to the primary user 8,10,12 and may only be edited and viewed by the primary user 8,10,12 who added them. When a task item 42 is added by a primary user 8,10,12, the name of the user and the date and time of posting 47 are displayed by the system to enable efficient information management.

Figure 8 is a preferred screen display for a private file means 48, within the private information area 14. A primary user 8,10,12 may add or delete 49 private documents 50 from a private documents folder 51, both of which being displayed in - 18 - the case window 43. The user may further edit 52 the private documents folder 51, in order to colour code the folder indicator 53 to a desired choice, allocate or modify a folder code 54, modify the name 55 of the private documents folder 51, and index the private documents 50 under tab headings 56.

Furthermore, the user is provided with a transfer means 57 by which the user can transfer private documents 50 to the shared information area 15 of the case file 7.

Figure 9 is a preferred screen display for an authorities bundle means 58, within the private information area 14. The case window preferably displays to the primary user 8,10,12 a law authorities folder 59 and a procedure authorities folder 60. If the user clicks the add authority button 61, an authorities screen 62 is displayed, which contains a first search field 63 and a second search field 64 which enable users to selecta specific area of law within a particular area of law. The user is further provided with a third search field 65 within which the user may select a specific, desired procedural area. When the user makes selections in any of the three search fields 63,64,65 and then clicks on the get authorities button 66, a list of precedent case law information 67 is presented to the user. procedure 65 and law 63,64 searches may be conducted separately. If the user wishes to add a reference to any of the retrieved precedent case law information 67 to the law authoritie 59 or procedure authorities 60 folders in the case file 7, the user must check the box 68 next to the desired item of precedent case law information 67. A reference to the desired precedent case law information 67 is then added to the appropriate law authorities 59 or procedure authorities folder 60 for future reference. The precedent case law information 67 is drawn - 19 - from a precedent cases database (not shown). The user is further able to delete 69 precedent case law information 67 from one or both folders. It is notable that each individual primary user 8,10,12 has access to their own private, editable and viewable authorities bundle means 58 which is separate from that of all other primary users 8,10,12.

Figure 10 is an exemplary arrangement of a screen display for a case date management means 70. The case date management means 70 is within the shared information area 15 of the case file 7 and is therefore accessible, viewable and manageable by both primary users 8,10,12 and secondary users 11,13. Any user with access to the case file 7, through either a Briefbox licence or as a nominated user 9, may add, edit or delete 71 case actions 72, which are displayed in the case window 43. If a user chooses to add a case action 72, a case action window 73 is displayed which allows the user to select a case action 72, preferably from a predefined list of case actions 74. The user may then add a due date 75 for that case action 72, and if desired, instruct the system to send an email reminder 76 on a selected date 77 at a time prior to the due date 75. If the user chooses to edit a pre-existing case action 72, then the case action window 73 is again displayed and allows the user to modify fields 74, 75, 76 and 77. If a user chooses to delete a case action 74, then the user simply selects the case action 72 and clicks the delete action button 78. For efficient information sharing, the name of the user 79 is displayed under any case action 72 which has been added or amended by that user, alongside the date on time 80 at which point the addition or amendment was made.

Figure 11 is a preferred screen display format for a - 20 - noticeboard means 81 within the shared information area 15.

Therefore, both primary users 8,10,12 and secondary users 11,13 are able to add 83 free text notes 82, which are then displayed in the case window 43 and are viewable by all users of the case file 7. A user may only delete 86 free text notes 82 which were originally added by that user. For the purpose of further clarity and for the benefit of all users of the case file 7, when a free text note 82 is added by a user, the name of the user 84 and the date and time of posting 85 are displayed under the free text note 82 to enable efficient information management.

Figure 12 is a preferred screen display format for a case management bundle means 87 within the shared information area 15. Therefore, both primary users 8,10,12 and secondary users 11,13 are able to add 88, edit 89 and delete 90 bundle folders 91, and add 92 and delete 93 bundle documents 94 to the bundle folders 91. Bundle folders 91 and bundle documents 94, when added to the case file 7, are displayed in the case window 43. It is further preferred that bundle documents 94, when added 92 to the case file 7 by a user, are indexed under tab headings 96 which may be specified by the user when adding a bundle document 94 using the browse field 97 in the upload file window 98 which preferably opens when the add file button 92 is clicked by the user. It is further preferred that only the user whb hàâ added 8 a bUndle folder 91 is able delete 90 that bundle folder. Similarly, only the user who has added 92 a bundle document 94, may delete 93 that bundle document 94. For clarity, the name of the user and the date and time 102 that the bundle document 94 was added 92 are displayed under the added 92 bundle document 94.

Preferably, the user who adds 88 a bundle folder 91 may also - 21 - edit 89 that bundle folder 91 so as to colour code the folder indicator 99 according to preference, to specify a bundle folder code 100, and to edit the name 101 of the bundle folder 91. In a preferred embodiment, together, the tab headed bundle documents 94 as indexed into bundle folders 91 comprise an electronic bundle 95 which is viewable and editable by all users to the case file 7.

Figure 13 is a preferred screen display for a client instruction means 103, within the shared information area 14.

In a preferred embodiment, only the primary user 8 may add 104 instructions documents 106 into an instructions folder 107. The primary user 8 is further able to delete 105 instructions documents 106 from the instructions folder 107.

Preferably, when adding 104 an instructions document 106 to the instructions folder 107, the primary user 8 is able to specify tab headings 108 in order to index instructions documents 106 into the instructions folder 107. Although only the primary user 8 has access rights to add 104 and delete 105 instructions documents 106 to the instructions folder 107, all users who have access to the case file 7 are able to view the instructions folder 107 and instructions documents 106.

Figure 14 is a further exemplary embodiment for a homepage means 31 screen display. The homepage means 31 further provides a case file search means 109, a case file creation means 33 (as described in figure 5) and a pending actions search means 110. In an exemplary embodiment, case file summary information 111 is displayed within the main window 32 for the benefit of both primary 8,10,12 and secondary users 11,13 of any case file 7. The case file summary - 22 - information 111 comprises a task summary 112 of task items 42, preferably displaying task items 42 arising within a seven day period 113, said task items 42 being drawn from all case files 7 to which the user has access. There is further displayed within the main window 32 a last cases accessed summary 114 which preferably displays clickable links to the last five case files 7 to which the user has access and has recently accessed. In a preferred embodiment, secondary users 11,13 are unable to utilise the case file creation means 33, which is a facility which can only be used by primary users 8,10,12.

Figure 15 is an exemplary embodiment of a screen display for a operative example of the case file search means 109. In order to find a desired case file 7, the user enters the name or part of the name of a case file 7 in field 115 and clicks the search button 116. All case files 7, to which the user has access, which contain in their names the name or part of name entered in field 115 are then displayed in the main window 32. Preferably, only the case files 7 which were created by the user, or to which the user has been granted access rights as a nominated user 9, are searched and displayed if a name match arises.

Figure 16 is a preferred screen display for an operative example of the pending aôtionâ search means 110. The user may search for pending case actions 72 in all case files 7 to which the user has access, either through creating the case file 7 or as a nominated user 9, by using the pending actions search means 110. The user preferably selects a date range 117 in which to search for pending case actions 72 and clicks the search button 118. All pending case actions 72 in all - 23 - case files 7 to which the user has access are then displayed in the main window 32, preferably according to date due 119 and case file name 7.

Figure 17 is a further exemplary embodiment in which there is provided a screen display for a timer means 120. Preferably, as soon as a case file 7 is opened, the timer means 120 operates to start collecting time data 121. When the user closes the case 122, the timer means stops collecting and stores time data 121 which relates to how long the case file 7 was open for. Preferably, the timer means is only accessible by primary user 8,10,12.

Figure 18 is a preferred format for a time sheet document 123 in which time data 121 relating to the period for which a case file 7 was open, is displayed. Preferably, each time a case file 7 is opened and closed, time data 121 is stored and displayed on the time sheet document 123. Preferably, all time data 121 collected for each individual case file 7 is displayed alongside the name of the case file 7 and the date 124 on which the time data 121 was collected. The time data 121 is preferably continually totalled 125 in order to give a running account of how long in total any particular case file 7 has been open and on what dates 124. The information stored within the time sheet document 123 is then available for btlling, costing aud t me sheet purposes. Preferably, the time sheet document 123 is created by the system as a confidential private document 50 which is then stored within the private documents folder 51, only being viewable by each primary user 8,10,12 individually.

The invention thus provides a web based legal case management - 24 application. It enables secure, efficient and cost effective creation, sharing and transfer of information by and between classes of users who have access to any particular case file.

The information is centralized and can be updated by a number of parties, thus ensuring that all parties are always working from the same information. The system therefore provides certainty and avoids confusion or mistakes that may arise from multiple parties to a case possessing private and uncontrolled and unshared information which may be critical to the efficient progression of the case.

Claims

- 25 - Claims: 1. A web based legal case management software application

which enables selective information management between a primary and one or more nominated users, characterized in that: i) a case file creation means enables a primary user to create one or more case files within which information can be stored and managed; ii) a user nomination means enables the primary user to nominate one or more nominated users and thereby grant rights to the one or more nominated users to manage selected information within the case file; and iii) the case file is divided into a private information area and a shared information area;

iv) an information management means enables said primary user to store and manage information in one or both of the private and shared information areas and also enables nominated users to store and manage information in one or both of thé haIzéd private information areas, dependant upon the rights allocated to said one or more nominated users; v) thereby enabling an efficient and secure exchange of information between the primary and nominated users.

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2. An application according to claim 1, in which the user nomination means responds to entry by the primary user of an email address of a nominated user, the nomination means then providing the nominated user with access to the case file.
3. An application according to claim 1 or 2 in which the user nomination means responds to entry of a nominated user who is a secondary class of user, by providing said secondary user with access only to the shared information area of the case file.
4. An application according to any preceding claim in which the user nomination means responds to entry of a nominated user who is an additional primary user by granting said primary user access to the shared information area and a private information domain within the private information area in the case file, the further private information domain only being accessible by said additional primary user and being separate from the private information domains of any other primary users for that case file.
5. An application according to claim 1, where a noticeboard mêàns is contained within the shared information area which allows primary and nominated users to exchange information by posting electronic free text notes.
6. An application according to claim 5 where the noticeboard means displays the name of the user who - 27 - posted the note, and the date and time of the post.
7. An application according to claim 1, where the shared information area is provided with a case date management means which allows primary and nominated users to add, edit or delete individual case actions, said case actions describing events occurring on a due date, which case actions can be selected by the user from a list.
8. An application according to claim 7 in which the case date management means enables primary and nominated users to schedule email reminders to be sent by the system on specified dates prior to or on the due date of any case action.
9. An application according to claim 7 or 8 in which the name of the user, and the date and time at which the case action was created, is displayed by the system.
10. An application according to claim 1 where the shared inormatiofl area is provided with a client instruction means which allows one or both of the primary and nominated users to add, delete and modity instructions documents which contain legal instructions relating to that case file.
11. An application according to claim 10 in which the client instructions means enables one or both of the primary and nominated users to index instructions documents into an instructions folder.

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12. An application according to claim 1 where the shared information area is provided with a case management bundle means which allows primary and nominated users to add, delete and edit bundle folders.
13. An application according to claim 12 in which the case management bundle means allows the primary and nominated users to add, delete, modify and index bundle documents within one or more bundle folders to create an electronic bundle of indexed bundle documents and bundle folders.
14. An application according to claim 1 where the private information area is provided with an authorities bundle means which allows primary users to delete or add case law information to an authorities bundle.
15. An application according to claim 14 in which the authorities bundle means allows primary users to delete or add case law information to the authorities bundle through one or both of a law authorities folder and a procedure authorities folder.
16. An application according to claim 14 or 15 in which the authorities bundle means allows primary users to select óase law infOrniation for the law authorities folder using a search means having a first search

field and a second search field, the information

presented in said second search field changing

according to the information first selected using the

first search field.

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17. An application according to claim 1 where the private information area is provided with a task entry means which allows primary users to add, edit and delete task items and to add a due date for each task item relating to that case file.
18. An application according to claim 17 where the task entry means displays details for the name of the user who posted the task item, and the date and time of the post for each task item added by the primary user.
19. An application according to claim 1 where the private information area is provided with a private file means which allows primary users to add, delete and modify private documents relating to the case file.
20. An application according to claim 19 in which the private file means enables the private documents to be indexed into a private documents folder.
21. An application according to claim 19 or 20 where the private file means is provided with a transfer means which enables primary users to transfer private documents to the shared information area of a case file.
22. An application as provided in claim 1, wherein the case file is provided with a timer means which monitors and records time information for the period during which the case file is open.
23. An application as provided in claim 22 in which the - 30 - timer means automatically starts timing when the case file is opened and automatically stops timing when the case file is closed, the time information for that period being recorded in a time sheet document.
24. An application as claimed in claim 1 in which primary and nominated users are provided with a homepage means

which displays case file summary information

comprising a task summary of all task items in all

case files created by the primary user, and a last

cases accessed summary.
25. An application as claimed in claim 24 in which the homepage means further provides primary users with a case file search means, a case file creation means, and a pending actions search means.
26. An application as claimed in claim 25 in which the case file search means responds to entry of part of or the full name of the case file being searched for by displaying case files containing all or part of that name.
27. An application as claimed in claim 25, in which the pending actions search means allows the primary user to select a date rané Ifr hih to display case actions pending in all case files created by the primary user.
28. A web based legal case management software application substantially as hereinbefore described with reference to and as shown in the accompanying drawings.