Introducing FileX: An AI Powered Legal Document Management System

Law Firms & Legal professionals are flooded with large amounts of textual information in the form of contracts, case files, legal briefs, and court rulings. It is a significant challenge to manage & organise all this information sourced from different channels (digital/physical) and collected in different formats (structured like pdfs, doc and unstructured like emails) and act on it while keeping the operational costs in check.

Traditional methods of managing information like mail-rooms etc. are cost-intensive and often prone to human error. We are excited to unveil FileX, a document management system that leverages state-of-the-art AI models for cost effective and efficient document management through categorisation based on their types like legal, medical etc and retrieving case information from documents without a need for significant manual intervention.

What is FileX?

Since we are helping law firms & professionals organize their legal files, we named the product FileX based on the latin word for Law i.e. "Lex"

FileX is designed to meet the unique needs of the legal industry by combining the latest AI technology, a robust systems designed using the best engineering principles and a user-friendly interface. FileX through its AI models classifies documents into predefined and customisable categories/ subcategories for efficient case management. In addition to categorisation, FileX also helps in retrieving important and relevant information for data entry and administrative workflows.

Through FileX we aim to achieve the following goals -

• Cost Efficiency - 30 - 50% reduction in operational costs as compared to other alternatives
• Operational Efficiency - Reduced document processing time and administrative burden with AI-powered tools. Parse thousands of documents every hour and extract information from them in minutes!
• Accuracy - >95% Accuracy in Document Categorization and Information Retrieval with state-of-the-art AI models
• Transparency - Verification of the accuracy of our document categorization and information retrieval process by users
• Complete Automation - Push towards complete automation with minimal reliance on humans in the validation step.

Key Components

The existing system has been trained on publicly available data (containing documents of various types) from the legal domain. A user will be able to use these 5 major functionalities within FileX:

1. Overview
2. Document Validation or Validation of Retrieved Information
3. Case Selection & Mapping
4. File Management
5. Evaluation of AI Models

Overview;

This portal contains

• High-level stats such as # Documents Processed & Validated
• Ability to upload documents in bulk and assign tags
• Activity Trail of Team Members

Document Validation

Document Summary page is the first step in this process where the end user will be able to:?

• View the details of all the documents uploaded on the portal and their current status (validated/processed/queued).
• Search for documents based on their name, category, or user-defined tags.

A user can then click on a particular document to review/ validate the retrieved information & classified category.

After clicking on a document, the user will be taken to the Document Validation Portal where they can:

• Validate the documents post categorization and information retrieval by AI models. The end user has the flexibility to correct / update an retrieved information shown on the right side of the window. They can even add information if it's missing from the document for future references.
• The AI tool learns from the corrections being made by "Humans in the Loop" and improves it's output continuously!

The snapshot below shows the information being extracted by our AI Engine from the document while the actual file has been parsed on the left for easy review.

Case Mapping

This functionality enables the end users to create new cases in the system if not already present / imported from CMS. This is specially helpful if some documents correspond to new cases and the end user wants to map it with them.

• Dashboard - Users can check details of all the cases in the system through this portal.

• Adding New Cases - Some times documents related to new cases may turn up and in such a situation, the end users will not have to go to their case management system to create a new case but they can do so manually right from FileX so that tagging of documents will be easier.

File Management

• After document processing and validation, all the case files are stored in relevant folders, accessible through the portal, to ensure proper lineage.
• This eliminates the need to manually search other documents of similar cases in the document validation portal.

Case selection view

Evaluation

AI tools are only useful if they are reliable. With reliability in our mind, we thought that the end users will want to understand how accurate the AI tools in FileX are on various fronts like Document Classification, Information Extraction etc.

• Hence, In this window, we provide a detailed summary of the accuracy of our document processing and data entry using AI models for the Categorization & Information Retrieval/ Data Entry
• For calculating the accuracy we manually validate the output of the AI models for a sample of the overall documents being processed for various categories & document types.

With these powerful AI features, FileX will be able to lower your operational costs for legal document management by 30-50% while being accurate >95% of the times in categorization and information retrieval.

With continuous improvement through its Human in the Loop system, it aims towards complete automation of the document processing , categorization and information retrieval / data entry process. FileX streamlines workflows, reduces costs & enhances productivity!

FileX is one of the many products we have been building within Yugen.ai . I'll be sharing more technical details on the AI models being used, the system design & integrations in a subsequent post.

Please leave your comments about the product below! If FileX solves a problem that you've been facing, then connect with me on Linkedin or reach out to me at [email protected]!