Case Study: How We Automated Legal Processes for a Law Firm Using RPA Technology

As part of our ongoing efforts to support the digitalization of Romanian companies, ROBORA has successfully automated legal processes for a top law firm. This project demonstrates our ability to address specific challenges in the legal field through customized Robotic Process Automation (RPA) solutions, transforming manual operations into efficient digital workflows.

Context:

The law firm was facing a series of operational challenges that affected its efficiency and ability to focus on high-value services for clients. The KYC (Know Your Client) compliance process was performed manually, requiring an average of 3-4 hours for each new client, involving multiple database checks, extraction and validation of information from scanned documents, and compilation of compliance reports. Additionally, drafting legal assistance contracts and non-disclosure agreements (NDAs) represented another repetitive and time-consuming process, with lawyers and administrative staff spending approximately 2 hours for each set of documents. These manual processes not only affected productivity but also generated an error rate of approximately 8%, requiring additional revisions and delays in client relationships.

Solution:

ROBORA developed and implemented a comprehensive automation solution based on RPA technology to address both major challenges of the law firm. Our approach included a detailed analysis of existing workflows and identification of optimal points for RPA intervention.

1. For the KYC process, we implemented software robots capable of:

• Automatically extracting and validating data from clients’ identity documents
• Verifying information in multiple external databases for AML (Anti-Money Laundering) compliance
• Compiling standardized compliance reports, highlighting potential risks
• Archiving verified documents in the law firm’s internal system

2. For contract completion automation, the developed RPA solution allows:

• Extraction of relevant data from initial forms and client documents
• Automatic population of legal assistance contract and NDA templates
• Marking areas requiring special attention or customization
• Generation of final documents in electronic format, ready for signature

The solution implementation was carried out in stages over a period of 6 weeks, including process analysis, robot development, testing, and integration with the law firm’s existing systems. We provided training to staff for exception handling and monitoring robot performance.

Results:

The implementation of the RPA automation solution generated significant benefits for the law firm:

1. Reduction of processing time for KYC procedures by 85%, from 3-4 hours to approximately 30 minutes per client, resulting in savings of approximately 120 hours monthly
2. Decrease in time required for contract completion by 75%, from 2 hours to approximately 30 minutes per set of documents, saving approximately 80 hours monthly
3. Reduction of error rate from 8% to under 1%, eliminating the need for multiple revisions
4. Freeing lawyers from repetitive administrative tasks, allowing them to focus on high value-added activities for clients
5. Standardization of processes and ensuring consistent compliance with legal KYC requirements

In total, the law firm achieved savings of approximately 200 hours monthly, equivalent to more than one full-time position, without reducing the quality of services offered. On the contrary, quality and consistency increased significantly.

Conclusion:

This case study highlights the transformative potential of robotic process automation in the field of legal services. By implementing the RPA solution developed by ROBORA, the law firm managed to optimize critical administrative processes, reducing operational costs and improving client experience.

The project’s success is due to a well-planned strategy, close collaboration between the ROBORA team and the law firm’s staff, and constant monitoring of the implemented solution’s performance. Digital transformation has become a key factor in increasing competitiveness in the legal services market, allowing professionals to focus on activities that best leverage their expertise.

The results demonstrate that RPA automation represents not just a technological solution, but a fundamental strategic change in the operating model of modern legal firms, offering a significant competitive advantage in an evolving industry.

Discover how ROBORA can be your partner in this transformational journey by visiting our website . And if you want to find out how automation can transform your business, contact the ROBORA team for a free consultation, with a click here!

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