Ed. note: This article first appeared in an ILTA publication. For more, visit our ILTA on ATL channel here.
As law firms transition from exploring artificial intelligence (AI) to fully adopting and implementing emerging technologies, developing a deep understanding of data and processes is imperative.
Buchanan Ingersoll & Rooney PC recognized the value of partnering with industry experts, like NetDocuments and 3545 Consulting, to integrate AI-powered tools into the firm’s day-to-day operations.
Through this collaborative process, Buchanan implemented NetDocuments’ PatternBuilder and App Builder (powered by PatternBuilder MAX) to integrate advanced document automation and AI capabilities to streamline processes and create measurable efficiency improvements.
Turning Ambition into Action
In 2023, Buchanan Ingersoll & Rooney PC faced the challenge of staying ahead in a rapidly evolving legal industry. Recognizing the increasing importance of AI, automation, and data analytics, the firm launched a bold five-year strategic plan to transform its operations and better serve client needs. This plan aimed to align cutting-edge technologies with the firm’s workflows, ensuring seamless integration into daily practice.
Scott Angelo, the firm’s Chief Information Officer, emphasized the importance of a holistic approach: “We felt that it was very important to build out centers of excellence that covered all three areas [AI, automation, data & analytics]. Because we realized that in order to come up with comprehensive solutions, we were going to have to use … two to three of those working together to provide the best solution possible.”
Angelo added, “We really doubled down on AI because it was just so new — not just to the legal industry, but to the world.” Under his leadership, Buchanan’s efforts to embrace AI have garnered significant attention, earning the firm recognition as one of the “Best of the Best for Generative AI” in the 2024 BTI “Leading Edge Law Firms” survey.
This acknowledgment reflects more than ambition; it highlights the firm’s ability to translate innovative ideas into actionable results. By focusing on collaboration and leveraging technology to address client demands, Buchanan has set a benchmark for what is possible in legal technology innovation.
The NetDocuments App Builder quickly became integral to the firm’s strategy, enabling them to automate complex legal workflows with AI. By generating documents, extracting data, and streamlining legal processes, the tool delivered immediate efficiency gains and allowed the firm to focus on higher-value work.
A key advantage of the App Builder and PatternBuilder lies in their secure operation within the firm’s existing NetDocuments environment. This integration ensures that all workflows and data comply with the robust security standards already established in the document management system. Leveraging this trusted infrastructure, firms like Buchanan can confidently explore AI-driven automation without risking sensitive client or case information.
App Builder offers an approachable starting point for firms new to AI. Its low-code interface and integration with familiar platforms reduce the learning curve, making the transition to AI and automation more accessible. Its unique combination of security, usability, and seamless integration positions App Builder as an ideal tool for incorporating AI-driven technology into legal operations.
To ensure they fully utilized App Builder’s capabilities, Buchanan partnered with 3545 Consulting, a firm known for its expertise in legal technology, to bridge the gap between vision and execution. Together, the team set out to modernize workflows, reduce inefficiencies, and ultimately enhance client service — all while maintaining the highest data security standards.
Time Savings and Consistent Work Product
Buchanan’s journey started with a focus on small, high-impact initiatives. Collaborating with 3545 Consulting, they identified key use cases where AI and automation could deliver immediate value, utilizing NetDocuments’ App Builder. One of the first successes was using the Summarize app, which automated the process of summarizing legal documents. This tool quickly became a favorite among the firm’s attorneys, saving hours of manual work.
Buchanan shifted from built-in apps to customizing a Litigation Master Caption File app that automates the creation of master caption files for litigation matters. The app leverages AI to extract caption data points from an initial court filing and automation to generate a master caption file with jurisdiction-specific formatting. The master caption file can then be used as the starting point for all court filings, ensuring consistency, accuracy, and proper formatting, all while streamlining the drafting process.
Outcomes:
- 1500+ practice assistant and paralegal hours saved annually (approx. $80,000 value)
- Risk avoidance and reputational benefit via accurate, consistent automation
- Improved consistency for 10,000+ court filings annually
Buchanan also created a Durable Power of Attorney App to streamline the drafting process for durable powers of attorney. The app guides users through client-specific questions, such as selecting appointees, defining their powers, and determining whether the document should take effect immediately or upon incapacity. By automating this process, the app reduces drafting time from hours to minutes, enabling attorneys to focus on each case’s unique complexities.
Ensuring that measurements were in place to access each app’s value was critical to Buchanan’s approach. The firm worked with 3545 Consulting to develop a simple yet effective solution: by integrating a counter in each app’s data table, the firm could track the app’s usage. This tracking system allowed them to quantify the time savings and other benefits generated by each app.
For example, one app saved the firm five hours of attorney time each time it ran. Its utilization increased productivity and improved the consistency and quality of the final documents. Other apps provide less tangible benefits, such as reducing errors and ensuring compliance with standard formats across all outputs.
It is also easier for attorneys to adopt since the apps are built within the familiar NetDocuments platform. Attorneys’ familiarity with the existing platform reduced the learning curve, making AI and automation feel less intimidating and encouraging greater adoption across the firm’s practice areas.
Turning Use Cases into Working Apps
Buchanan’s success was not an accident — it stemmed from a well-defined process critical to the success of implementation and execution. The collective team followed these essential steps for app development:
- Identify and Prioritize Use Cases: Workshop with attorneys and staff to identify tasks ripe for automation, such as repetitive document drafting. “We started with smaller groups to get quick wins and build excitement,” said Jared Gullbergh, Director of Practice Solutions and IG at Buchanan.
- Define App Requirements: Collaboratively create clear goals and workflows. PatternBuilder’s low-code interface allowed for quick iterations and user involvement.
- Leverage Pre-Built Studio Apps and Templates: Customize templates to match the firm’s needs. This step reduced development time and increased overall value.
- Incorporate AI and Automation: Design apps to output consistent, high-quality documents by combining AI-driven data extraction with automation.
- Test and Iterate: Involve end users early to refine solutions.
- Deploy and Train: To foster adoption, create training sessions for end users to ensure they understand the apps’ value and functionality.
- Measure Success: Track usage and time savings to quantify impact and identify additional opportunities for improvement.
“The apps available in ndMAX make it easy to iterate,” Gullbergh noted. “We can adapt quickly to meet new needs, which is critical in a fast-changing environment.”
Building a Long-Term Strategy Through Collaborative Thought Leadership
Buchanan Ingersoll & Rooney’s thoughtful, collaborative approach to AI can deliver lasting results.
“We’ve only scratched the surface of what’s possible,” said Gullbergh. “With NetDocuments’ AI capabilities, we’re not just keeping up — we’re leading.”
Beyond the immediate wins, Buchanan’s collaboration with NetDocuments and 3545 Consulting set the stage for sustained success. By equipping Buchanan’s IT team to develop and maintain apps independently, the firm ensured it could scale its automation capabilities while still having access to external support from 3545 when needed.
The knowledge gained from this collaborative project is incredibly valuable for other firms transitioning from the theoretical ideation phase to the practical implementation stage of AI-powered technology deployment. The right technology, a strategic approach, and a focus on measurable outcomes can transform legal workflows. Buchanan’s journey is an inspiring example of embracing the future while prioritizing client needs and upholding firm values.
As legal technology evolves, the firm’s proactive approach is a valuable case study for other firms looking to implement AI and automation. The lessons learned from this collaboration — such as the importance of having an intelligent DMS, the proper training, measuring success, and building internal and external capacity — offer a roadmap for firms seeking to modernize their workflows while delivering value to their clients.
Scott Angelo is Buchanan Ingersoll & Rooney PC’s Chief Information Officer. He handles the design, implementation, and management of information technology and risk management platforms. Scott manages the firm’s IT team to further develop technologies to drive creative solutions for the firm and its clients. He brings more than 30 years of experience to the firm’s high-performing culture and efficient client service through an innovative digital infrastructure. Scott was recognized by the Pittsburgh Technology Council as the winner in the 2024 CIO of the Year Awards and by The Legal Intelligencer as a Law Firm Innovator Finalist for the 2024 PA Legal Awards.
Jared Gullbergh serves as Buchanan Ingersoll & Rooney PC’s Director of Practice Solutions and Information Governance. Jared partners closely with the firm’s legal and government relations practices to deliver technology and data-driven solutions to maximize process efficiencies, profitability and to deliver unique client-value. He also directs and oversees the Records and Information Governance functions of the firm. Jared brings to bear more than 19 years of IT and information governance experience in the full-service legal industry.
Nancy Griffing is a seasoned legal technology consultant and a driving force at 3545 Consulting, where she combines decades of industry experience with a forward-thinking approach to innovation. With a deep understanding of the legal sector’s unique challenges, Nancy has become a thought leader in the adoption and integration of artificial intelligence. She specializes in helping law firms leverage AI to enhance existing tools, streamline workflows, and drive efficiency at scale. As a Partner at 3545 Consulting, Nancy empowers firms to achieve transformative results while navigating the complexities of modern legal practice.
Michael Owen Hill has nearly two decades of experience in the legal tech industry in roles ranging from product management to product marketing to product portfolio strategy. He has worked with small firms, corporate legal departments and the world’s largest law firms to advance client development, legal research and know-how, financial and practice management and legal document management goals. As Director of Product Marketing at NetDocuments, Michael focuses on helping customers, partners and employees navigate the complexities of the rapidly evolving legal tech landscape.