Legal CMS

Why Paralegals Care About Legal CMS

Paralegals and Legal CMS-13

For any paralegal managing online terms, updates can be a pain. Especially if you don’t have a centralized legal Content Management System (CMS) to lean on.

Equipped with clickwrap agreements and robust back-end recordkeeping capabilities, a legal CMS keeps you from jumping through hoops anytime you need to publish updates or prove acceptance of your terms. This means more time to focus on the work that truly matters.

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What Is a Legal Content Management System (CMS)?

In its simplest definition, a legal CMS is the digital home for legal content such as Terms of Service or a standardized agreement. It’s a central location from which your organization’s online agreements can be accepted by users or clients. And – perhaps most importantly – where  back-end records of any acceptance activity can be maintained should a paralegal need to use them as evidence at a later date.

With a legal CMS, your online buyers are able to access all applicable terms of the transaction and affirmatively agree to them at a glance. A centralized system specifically designed to control your online terms also makes it easy to put users on notice, manage their acceptance, and track version control updates from a single place that doesn’t require technical expertise or another department to work.

By utilizing legal CMS, a paralegal can even eliminate many of the time-consuming daily tasks like:

  • Organizing and tracking files related to case documents, important transactions, etc.
  • Drafting legal court documents such as motions, affidavits, and subpoenas
  • Drafting transactional documents such as contracts, real estate leases, and trusts
  • Conducting investigations and documentary research (Discovery).

But these benefits are just the tip of the iceberg. An effective legal CMS helps paralegals in several ways.

How Does Legal CMS Help a Paralegal?

Legal teams implement a legal CMS for many reasons – but the main one is to mitigate risks in rapidly growing online marketplaces. These solutions can significantly lower a company’s risk profile by giving legal total control, improving recordkeeping, putting users on notice, improving your relationship with product, and fulfilling compliance needs.

Track acceptance

The acceptance of online agreements can be tough to track. Especially if you’re not using a standardized contract to ensure every transaction contains identical terms. If you can’t prove who accepted your terms, when they accepted them, and which version they accepted, your contracts can’t be considered legally enforceable.

With a legal CMS, however, your online terms are managed from one location – making it easy to ensure that all buyers are accepting the same agreement. Using a legal CMS, paralegals can independently push updates and track different versions of terms to keep your company in solid legal standing.

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Put users on notice

In contract law, a business has to prove that people have been made aware of your terms before they accept them. But if your terms can’t be found, a court won’t consider your users put on notice – or your contracts legally enforceable.

A legal CMS puts your shoppers on notice because it gives them a visible, easy-to-navigate place where all of your online terms are hosted.

Take control

The modern paralegal is responsible for managing a variety of online terms and agreements – but that doesn’t always mean they have control. Consider, for example, your Terms of Service. While these terms are arguably your online marketplace’s most important agreement, it’s often the technical team that manages and updates them.

In these scenarios, it’s impossible for legal experts like you to know whether every agreement is enforceable – leaving your business open to all sorts of litigation risks. By implementing a legal CMS, you eliminate this potential because your team is given total control of online terms in a way that doesn’t impact your digital customer experience. Any change or update is done on your terms – not when it’s convenient for your development team to fit it into their schedule.

eBook Download: Guide to Legal Content Management Systems

Work with product

Your product teams are judged by metrics like roadmap progress, service delivery rates, and customer satisfaction scores. So when they’re required to update terms on legal’s behalf, they don’t always consider it important work that needs to be done in a timely manner.

If your terms often feel like an afterthought to the teams responsible for updating them, a legal CMS can be seamlessly integrated into an existing digital marketplace – giving you the ability to update online terms with minimal interruption to your product team’s schedule.

Ensure compliance

A high volume of online sales comes with a high level of legal risk. For paralegals managing a variety of terms and relationships every day, keeping records straight can be an extremely difficult challenge. Without carefully maintained records that prove terms of acceptance across every transaction, a digital marketplace won’t be able to enforce their terms in court.

And that doesn’t include the changing data privacy regulations and laws that you’re required to meet, either. Fortunately, a legal CMS helps legal track acceptance records to maintain control and universally adjust your terms as changes become necessary.

Why a Standard Web CMS Isn’t Enough

No two legal teams are alike – you undoubtedly have unique business needs. So why manage terms with a software product like web CMS that wasn’t made with your requirements in mind?

Unlike standard web content, your legal terms need to be updated whenever changes occur in your industry, your business, or relevant  data privacy regulations. By choosing to use a standard web CMS, you’re essentially putting the core function of protecting the business into the hands of non-legal, technical personnel. And that makes term management unscalable for four primary reasons:

  • Web CMS can’t track or manage version control updates
  • Web CMS makes online terms difficult to find and navigate for your users
  • Web CMS makes robust back-end recordkeeping impossible
  • Web CMS makes legal content difficult to integrate into forms and update

A forward-thinking paralegal needs a legal CMS that not only meets your unique compliance requirements, but also enables automation and innovation across the entire business. And, when combined with clickwrap, legal CMS is the best way to deliver these benefits.

Download PactSafe’s 101 Ways to Use Clickwrap eBook and start modernizing your online legal terms today.

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