Cubic Transportation Systems
Legal Technology Provider Optimizes Case Management & Enhances Attorney Onboarding with Innovative Platform on AWS
Cloud Native App Dev
Infrastructure & DevOps Modernization
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William O’Neil
Future in Tech (FiT) partnered with Caylent to develop a comprehensive legal case management platform that streamlines data governance, compliance, and collaboration across law firms and agencies. As part of this initiative, FiT implemented structured onboarding and offboarding workflows, reducing attorney transition times by 30 days and increasing income realization by 40%, while enhancing security, automation, and operational efficiency.
"By optimizing attorney onboarding and offboarding, we’ve unlocked significant revenue potential—accelerating transitions by 30 days and increasing income realization by 40%. Caylent helped us turn a long-standing industry challenge into a strategic advantage."
Anthony Forde
President & CEO
→ Developed a cloud-native case management platform using AWS services for scalability and automation.
→ Built structured onboarding and offboarding workflows to streamline attorney transitions between law firms.
→ Implemented event-based workloads to migrate documents from S3 into external third-party document management systems.
→ Automated deployments and security enforcement using CI/CD pipelines, IAM policies, and encryption protocols.
→ 30-day reduction in attorney onboarding time, leading to a 40% increase in income realization.
→ Seamless data sharing across legal firms and agencies through a centralized approval system.
→ Enhanced compliance with regulatory mandates (EEOC, HIPAA, Sarbanes-Oxley) via automated governance tracking.
→ Improved efficiency by reducing manual document processing and approval workflows.
The legal industry relies on efficiency, accuracy, and compliance, yet firms often struggle with outdated processes, disconnected systems, and growing regulatory burdens. Legal case management is often hindered by disconnected workflows involving multiple agencies that continue to follow outdated processes, making collaboration slow and compliance difficult.
For example, when an employee files a wrongful termination claim with the EEOC, the case requires extensive document retrieval, inter-agency verification, and compliance oversight. However, each agency operates independently, relying on disparate databases and manual approvals, leading to delays in attorney access, prolonged case resolutions, and increased compliance risks.
Furthermore, law firms operate on a cash-based revenue model, where revenue is only recognized once services are rendered and payments are collected. This means delayed processes directly impact cash flow, profitability, and firm growth. For larger firms, such inefficiencies can mean millions of dollars in opportunity cost.
Vendor Direct Solutions (VDS), a leader in legal managed services, launched Future in Tech (FiT) as a technology-driven initiative to address regulatory compliance and information governance. With nearly two decades of experience in helping law firms with staffing and compliance, VDS’s leaders witnessed the growing need to centralize data sharing and improve legal workflows with technology.
Future in Tech (FiT) set out to revolutionize legal case management by developing a comprehensive, cloud-native platform that facilitates secure collaboration, automated data governance, and seamless legal data integration.
By leveraging Caylent’s expertise in cloud-native infrastructure, UX/UI design, and automation, FiT developed a scalable, intuitive system that significantly reduces the time and effort required for case data approvals, enabling law firms to accelerate case migration and ensure compliance.
Users benefit from a seamless interface that integrates with sharepoint, enabling effortless data migration. The platform allows users to auto-populate inputs and intuitively organize media inputs while preserving data flexibility and adhering to organizational governance rules.
At its core, the platform enables:
Prioritizing use cases for deployment, FiT identified law firm onboarding as a critical priority use case and focused on accelerating on and offboarding processes to help firms define and approve workflows that streamline data sharing. This technology can be disruptive for law firms, reducing an average onboarding cycle by 30 days, leading to a 40% increase in income realization.
Now that onboarding workflows are complete, FiT is resuming work on its full case management platform, distributed across three phases.
The Policy Center solution, which is currently being implemented, is a critical foundational layer of the broader case management system. It enables law firms and agencies to approve, manage, and securely share legal data for case resolution.
Key capabilities achieved in this phase include:
After phase 1, FiT aims to expand the platform’s capabilities to address data integration, long-term storage, and cost optimization.
The next phase will focus on automating data ingestion, validation, and integration with various legal databases and third-party platforms such as Netdocs and SharePoint. The goal is to eliminate data silos and create a unified, real-time data access layer for law firms and government agencies.
The final phase will introduce automated data retention, archiving, and cost optimization, allowing law firms to store, retrieve, and manage large-scale case data effortlessly, reducing the burden on legal teams managing historical case data.
Building a scalable and compliant legal case management system required overcoming several technical challenges. FiT needed to integrate with multiple existing legal databases while ensuring seamless data transfers, compliance with stringent regulations, and a user-friendly experience for law firms and government agencies.
To streamline the transition of attorneys between firms, FiT needed an automated system that could preserve file structures, metadata, and compliance requirements while ensuring seamless document transfers. The system had to support structured intake and departure workflows, allowing multiple client cases to be managed concurrently. A critical requirement was maintaining security and compliance, with role-based access and audit logging. Additionally, tracking workflow progress and integrating notification mechanisms were essential for improving transparency and efficiency.
FiT's case management system needed to efficiently manage large volumes of legal documents and multimedia files, ensuring secure storage and retrieval. It required the implementation of frontend and backend solutions, AWS cloud infrastructure, and a user-friendly UI that supports the legal industry’s case handling needs.
The platform had to incorporate a structured approval process, providing audit trails and access control mechanisms to prevent unauthorized access. Another priority was automated governance controls, ensuring all document handling met HIPAA, Sarbanes-Oxley, and EEOC compliance standards.
To achieve these goals, a cloud-native architecture and integration with AWS services was essential, along with CI/CD pipeline implementation to enable iteration and improvement over time.
Caylent implemented a cloud-native case management platform leveraging AWS services and modern DevOps practices to ensure scalability, security, and efficiency. Their application runs on EC2 and RDS, with OpenFGA middleware and batch processes also utilizing EC2.
The platform’s backend was developed using S3, AWS Batch, SQS, API Gateway, Route53, EC2, RDS, networking infrastructure such as VPCs/subnets, and Secrets Manager. S3 serves as a central repository for case-related documents, while AWS Batch facilitates large-scale data processing tasks. SQS ensures efficient asynchronous communication between system components, enhancing performance and scalability. API Gateway supports secure interaction between backend services and frontend applications.
EC2 hosts critical application components, ensuring reliable compute resources, while RDS provides a structured database environment for transactional data. Secrets Manager securely manages sensitive credentials and access controls.
Additionally, OpenFGA was implemented to facilitate dynamic permissioning, ensuring that access control is maintained at a granular level. OpenFGA operates between the FiT application and S3, managing access permissions for documents dynamically based on predefined models.
The frontend was built using .NET. Significant effort was dedicated to developing UX/UI artifacts, ensuring an optimized user experience, ensuring tasks can be completed in three clicks or fewer. The design process encompassed prioritized features, user flows, a product roadmap, and usability testing to refine and enhance the final interface.
To automate deployments and ensure high reliability, Caylent implemented a CI/CD pipeline using AWS CodePipeline with CodeBuild and CodeDeploy, all backed by Terraform. This enables automated testing, infrastructure provisioning, and seamless software updates, significantly reducing deployment time and minimizing human error. Infrastructure-as-Code (IaC) ensures consistent and repeatable deployments across development, staging, and production environments.
Security and compliance were paramount considerations throughout the development process. End-to-end encryption, IAM policies, and access logs were implemented to maintain data integrity and regulatory compliance. The system is designed to automatically generate compliance reports, aiding law firms in audits and governance tracking.
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Company
FiT, "Future in Tech", is an information governance provider redefining retention and document lifecycle management.
Location
Los Angeles, CA
Industry
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