Am Law 100 firm moved and filed 1M+ emails with predictive AI, freeing up valuable partner time for high-priority work
"Legal technology is here to stay, and we have to be increasingly adopting that technology in every facet of our practice."
- Partner at Am Law 100 Firm
LEGAL
CASE STUDY
Improving email management for an Am Law 100 Firm
With over 2,000 attorneys, this Am Law 100 firm faced the challenge of managing mass amounts of emails daily. Partnering with HerculesAI, the firm implemented an AI-powered email filing and classification solution to improve firm-wide efficiency while staying compliant and secure. This solution removed the tedious and time-consuming administrative work for lawyers who were then able to spend more time on high-value tasks.
“Daily, I probably receive close to 300 emails and when I’m in deal mode, it could be in the thousands. For me, a solution like Hercules that guides, that predicts, where we should store files for not just record keeping purposes, but for the benefit of collaboration with the team, was a key driver.”
- PARTNER
STATISTICS
5+
hours per week legal professionals spend filing emails
96%
average accuracy for Hercules' predictive email filing and classification
1M+
emails moved and filed by the firm's users in 2024
The burden of manual email filing
-
Time-Consuming Process - Filing emails to both Outlook and the firm’s Document Management System (DMS) required many clicks and effort.
-
Human Error - Misplacement or oversight of critical messages was common.
-
Non-Compliance Risks - Disorganized files increased the likelihood of confidentiality breaches and failure to meet document retention requirements.
“Before Hercules, I really didn’t have a solution for managing my inbox and so I would find myself taking the time to not only file to Outlook, but then also having to file within our DMS. Frankly, it was a lot of time and effort. The use of the Hercules app is incredibly helpful to me and our firm.”
Using HerculesAI’s intelligent mapping to simplify filing
Hercules maps its filing structure to email inboxes, predicting where both incoming and outgoing emails should be classified. The AI accurately discerns client, matter, and document attributes, enabling it to automatically file based on context and conversation threads. The lawyers can modify suggested assignments before filing for 100% control over the process.
Mobile compatibility
The firm was seeking for a more secure mobile platform for their lawyers other than iOS Mail. Hercules addresses this need by extending the Hercules capabilities to mobile devices. From the iOS phone or tablet, lawyers can easily attach documents from the DMS and manage folders. Additionally, Hercules has an AI-assisted data-loss prevention with wrong recipient detection. The system notifies users when it identifies an addressee who does not have a relationship to the email topic.
Key benefits delivered
Hercules brought improvements to the firm in three main areas. By streaming the email filing process, Hercules enabled lawyers to record emails in both Outlook and the DMS simultaneously. This capability allowed them to automatically batch file emails into multiple destinations within in minutes, drastically reducing manual effort and saving time.
The firm’s legal department also benefited as one core focus was improving information governance to meet client expectations and compliance requirements. Hercules facilitated this by allowing lawyers to independently manage their emails while adhering to governance and compliance standards (from features such as wrong recipient detection), providing greater control and transparency.
For transaction-focused teams, such as those working on mergers and acquisitions, Hercules improved access to critical information. By centralizing relevant data, teams collaborated more effectively and easily pinpointed needed information in emails.
Overall, Hercules enabled this firm to remain compliant with retention policies while minimizing the administrative time spent.
