Client Snapshot
A regional law firm with 75 attorneys specializing in corporate, litigation, and real estate law maintained millions of documents across SharePoint, OneDrive, and on-premises servers. Attorneys and paralegals frequently lost hours searching for contracts, filings, and case law needed to prepare for clients. The disorganized knowledge base eroded billable hours and client satisfaction.
The Challenge
Attorneys often spent more time searching for information than providing legal counsel. On average, each attorney lost four hours per week trying to locate relevant precedents, templates, or filings. With hourly billing as the firm’s business model, every lost hour translated into lost revenue.
Inconsistent document storage practices compounded the problem. Different teams used different naming conventions, and the firm lacked centralized metadata or tagging. Case preparation required late nights, and clients grew frustrated with delays.
The tipping point came when a major corporate client complained that critical filing delays cost them a negotiation advantage. Leadership realized their knowledge management system was no longer sustainable.
The Solution
BA3 AI deployed BEACON, the Knowledge AI Room. The initial deployment was completed in under two weeks, with a full rollout over eight weeks. BEACON was customized for the firm’s legal workflows, indexing millions of documents across SharePoint, OneDrive, and on-premises servers.
Delivered as an all-inclusive package, BEACON combined software, managed services, 20 hours of monthly AI consulting, and continuous enhancements. Key capabilities included:
- Natural language Q&A to instantly retrieve contracts, filings, and case law.
- AI-powered template management for contracts and briefs.
- Integration with case management systems to link filings directly to active matters.
- Security and compliance controls to protect sensitive legal documents.
Implementation Journey
BEACON was rolled out in three agile sprints:
- Sprint 1 (Weeks 1–2): Indexed SharePoint and OneDrive repositories, applying metadata and AI-driven tagging.
- Sprint 2 (Weeks 3–4): Integrated on-premises servers and case management systems.
- Sprint 3 (Weeks 5–6): Tuned Q&A capabilities to recognize legal terminology, case references, and templates.
The firm prioritized natural language search to provide attorneys with immediate time savings. BA3 AI’s managed services team trained staff on how to query BEACON effectively, driving adoption across practice groups.
The Results & Benefits
Within six months, BEACON transformed knowledge management at Harrison & Cole:
| Metric | Before BEACON | After BEACON | Impact |
|---|---|---|---|
|
Document search
time |
Hours |
Seconds |
60% faster |
|
Attorney
productivity |
Flat |
+4 hrs/week |
More billables |
|
Client satisfaction |
Declining |
Improved
|
Retention stabilized |
|
Firm profitability |
Under pressure |
Increased |
Higher margins |
Beyond the numbers, attorneys expressed relief at no longer losing valuable time on searches. Clients noticed faster turnaround times, strengthening trust and satisfaction.
Testimonial
“With BEACON, I can find the right precedent in seconds instead of hours. Our clients see the difference in faster responses and stronger preparation. It’s a game changer for how we practice law.” – Managing Partner at a Law Firm
Looking Ahead
The Company plans to expand BEACON with:
- AI-driven contract analysis to highlight risks and opportunities.
- E-discovery integration for litigation support.
- Client collaboration portals for secure document sharing.
With monthly enhancements included, BEACON will continue to evolve as the firm’s single source of truth for legal knowledge.
