Nunavut Case Study
The Legal Services Board of Nunavut is comprised of a seven-member Board of Directors, appointed by the Territorial Minister of Justice, and representing various stakeholders. The board is responsible for ensuring legal services and public education aimed at increasing knowledge of the law, legal processes, and the administration of justice. The board consist of one representative from the Law Society of Nunavut, one representative from the GN Department of Justice, one representative from each of the Qikiqtani, Kivalliq and Kitikmeot regions and two members at large.
The legal landscape is becoming more challenging with increasing market, client needs, regulatory change, and digital revolution. Legal sector primarily requires gathering tons of information and ever-growing list of files with sensitive information which are shared and accessed by multiple people over multiple devices as well as locations. The importance of storing and organizing legal data efficiently can’t be overstated and optimally managing all the documents is one of the crucial aspects of this industry. For the Legal Services Board of Nunavut, it was getting chaotic. They were looking for a unified solution for managing and collaborating seamlessly without compromising on security.
Their existing document management system was based on a third-party legal web-based application which lacked the customization capabilities, had limited functionality, and integration with Microsoft Excel or Teams was difficult. They were looking for a solution that could seamlessly integrate with their existing systems and could better facilitate collaboration across different geographies. Their end goal was to achieve a central repository for all their data and a seamless collaboration experience.
The Legal Services Board of Nunavut were convinced that SharePoint Online will be a comprehensive solution that can cater to all their needs. We designed a SharePoint environment tailored to their specific needs and carefully migrated all existing documents and data from their existing platform to SharePoint, ensuring data integrity and preserving metadata. By creating different sites for various types of practices such as Criminal Practice, Family Practice, and others we organized the documents and case files under respective sections. Each site was further divided into communities with advance search filters.
Using SharePoint’s advanced permission control capability, we ensured that all documents were accessible only to admin and admin alone will have the right to assign necessary security structure to ensure that the documents were accessible to Internal staff and third-party collaborators with specific permissions based on their requirements. With quick links it was easy to access their regular Excel files and share it over Teams.
A SharePoint workflow was developed leveraging Power Automate to automate the file creation process by just selecting from the list of pre-defined templates and the folder will be generated automatically. We arranged a change management strategy as well for smooth user adoption to facilitate the transition from the previous platform to the new one.
After implementing the new and custom-made document management system, there was a significant improvement in the work process. All files and metadata were stored on SharePoint, which acted as the centralized repository. Their team can now better manage all the files and folders, reducing confusion, controlling versions with easy search and retrieval options. The advanced permission and access management in SharePoint ensured that all sensitive legal documents are protected while granting appropriate access only to authorized personnel. Case progression saw a boost by reduced human intervention impacting the workflow efficiency positively.
The Legal Services Board of Nunavut is now better equipped to handle the growing number of documentations with effortless collaboration functionality. SharePoint document management system proved to be a user-friendly structure that catered exactly to the specific needs of all the legal professionals associated with them. Overall, it enhanced their efficiency, reduced risks, and ultimately helped them to better serve their clients.
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