Jan./Feb. 2009

Top 6 Legal Collections Software for 2009

BSI: Application Spans Collections and Legal Case Management

Within the average collection attorney firm, there are usually only a few individuals who really understand how the entire litigation/collection process works. The success of the firm depends on leveraging that knowledge so that others can assist in the process of handling a great number of claims. Helping legal collection firms build that success is Business Solution Integrators (BSI) of Sparks, Maryland. BSI was formed by a core group with years of collection agency experience which went on to build several collection applications for other firms. Having observed the difficulties and frustrations of attorneys when a claim went into litigation, an application designed from the beginning for both collections and legal case management was released under the name COGENT. The plan was for COGENT to become the resource for the entire collection attorney firm, but be flexible enough that changes could easily be incorporated with no need for custom programming.

Interface
Central to the COGENT interface is the Work Claims screen. Here two views of an account can be displayed. A Claim Summary view shows the claim itself, along with the jurisdiction and comments showing the activity that has occurred on the claim. The Litigation view details the court; attorney and fees involved and is selected by clicking a justice-scale icon. A litigation tab is automatically added once litigation has commenced. A ‘matter’ is created by COGENT when one or more claims are merged together. In the Matter view, the proceedings of all the claims are tracked and displayed as a group.

Features
The heart of the COGENT application is the ability to take individual tasks and build custom workflows which are applied by the internal rules engine. Since the requirements for different states vary greatly, multiple workflows for the different states that a firm litigates within can be easily created. These workflows can also account for the differences in the way various debt types are handled. An administration screen allows task rules to be set up in an action hierarchy so the multiple variables of state, debt type and the unique rules of each firm can be accommodated.

An internal document management solution allows similar business rules to be applied to automatically create the necessary litigation package for a claim, through what are called print tasks. As documents are generated on a claim, images of them are captured and associated with the account. Debtor correspondence is captured as an image as well. Multiple issues of debt type, debt amount, court of jurisdiction and many others are addressed, along with assignment of jurisdiction for each claim and maintenance of costs for each jurisdiction.

COGENT has incorporated several recent enhancements. An entirely new screen has been added for debtor estate information, allowing attorneys to manage their probate information. BSI has also given users the ability to record judgment formulas. This comes into play when judgments are entered on a state-by-state basis and components of the bucket need to be capitalized into principal. In order to do that, different formulas are set up on a state-by-state level so the system can make judgment adjustments automatically. This state-level formula setup greatly simplifies the process and eliminates the manual adjustments that would otherwise have to be made when judgments are handed down.

Another change is to allow the recording of multiple judgments. If, for example, one judgment is received on one defendant and another judgment on another defendant, users can now record those judgments separately. Being able to handle these separate party judgments within the application can be a great time-saver when it becomes necessary.

Support
COGENT purchases are supported through an annual payment based on the number of users. Support is available from 8 a.m. to 7 p.m. Eastern Time, and there are no limits on the number of calls or events reported.

Summary
COGENT incorporates a flexible rules engine to automate the collection litigation process from case tracking to document generation.

Business Solution Integrators
www.bsi-idea.com
443-212-1010

CDS Software: Masters Screens Cover Attorney Forwarding, Agencies, Courts, Service, Sheriff & County Names

Many collection software suppliers feel they have good reason to advertise their experience in the industry because they are ten, fifteen or twenty years old. CDS Software (formerly Collection Data Systems) released its first collection application in 1970 and has several innovations to its credit that have since become standard in the industry. The Simi Valley, California company is now providing its sixth generation of software called CollectOne. CollectOne is used by collection agencies and large firms and manages a wide variety of debt types. In 1995 a legal system was added and this portion of CollectOne received a complete redesign in 2008.

Interface
The WorkCard is the primary working screen for collectors. It carries the expected debtor and account information plus a set of tabs for other information including legal history. The legal screens have been significantly enlarged so that additional legal details can be tracked. While the previous screens only tracked a few dates, the new defendant details screen allows 25 user-definable date fields to be entered.

Features and Functionality
Even relatively simple collection litigation processes require software to be handled adequately, while the more complex ones can tax an application’s capabilities. CollectOne has been expanded to track and maintain multiple defendants per account as well as multiple cases per account. Tracking follows from pre-judgment to post-judgment. A calendaring tool covers not only cases but individual defendants. All legal dates and account information are tied to the calendar, and all can be exported to Microsoft Outlook. 

Since so many legal details involve outside parties, CollectOne allows a series of “Masters” screens to be set up so this primary information is immediately available for any legal action. The masters cover such items as Attorney/Forwarding Agencies, Courts, Service/Sheriff and County Names. Each master allows association of specific costs, so the user could go into the court master and find what it would cost to file a lawsuit in a specific court. That fee can then be quickly affixed to that court as costs are being assigned to an account. The fee can be overridden if necessary, or the master can be updated to reflect cost changes. The master arrangement allows the user to apply all judgment entries by state with default, so as a judgment is implemented in one of those states, the interest rate will automatically be populated.

From within all the legal screens a financial breakdown can be viewed going forward from the point where the claim went legal. Full pre-judgment tracking allows all pre-judgment amounts to be associated and tracked together. This information can then be applied to the built-in mail merge file technology to fill out pre-defined court forms. The amounts are completely viewable by defendant, particularly helpful if there are individual pre-judgment amounts specific to an individual defendant.

A flexible plaintiff record is defined at client level. It is also simple to specify a plaintiff in case it is different than the one pre-defined. A substitution of attorney for the plaintiff can be handled as well. A judgment entry screen not only provides judgment tracking but also allows the definition of either an individual judgment or a shared responsibility judgment. CollectOne also allows non-legal balance tracking, in case it is necessary to track responsibility where it falls outside the scope of legal, such as an instance of dual ownership.

Support
A maintenance contract provides all users with unlimited telephone support Monday through Friday from 6 a.m. to 5 p.m. Pacific Time. After-hours support is available for an additional charge and email support is available at all times. A new software build is available to licensed users from the company website, and can be downloaded at their convenience.

Summary
The maturity of the CollectOne application and the increased power and flexibility of the enhanced legal system makes this package worth serious consideration by anyone looking to add or upgrade their legal collection capability.

CDS Software
www.collectone.com
888-816-3333

Columbia Ultimate: New Electronic Payments, Abbreviated Credit Reports & Security Enhancements

Collection applications with a full feature set and a solid history tend to end up serving all sectors of collection, and the legal side is no exception. And when an application receives a module dedicated to litigation in an environment where legal collection activity is growing significantly, it attracts a lot of new customers. This is certainly the case for Columbia Ultimate and The Collector System application provided by the Vancouver, Washington company. In the collection business since 1979, Columbia Ultimate has expanded offerings into several products blanketing the collection industry. A number of enhancements in its 2008 release will be welcomed by collection law firms.

Interface
The user interface is one of the few areas not affected by the latest product enhancements. Spartan but serviceable screens use primarily single-digit hot keys and F1-F12 function keys to select actions or pull up needed information. These selection methods are supplemented by several pull-down menus plus a row of icons at the top of the screen.

Features and Functionality   
Integration of the collection functions with the litigation process so that each can play off the strengths of the other is crucial to the success of The Collector System, or of any legal collection application. This integration aspect is not new but has certainly grown with the enhancements in the latest release. For example, collection law firms now have the ability to customize their collection screen to show data specifically for litigation, such as summons and complaint, or hearing appearance dates, fees, income execution or judgment data. This information, while also residing in other places such as a legal menu or court calendar, can be applied right on the collector screen for immediate use. This information can also be updated from the same screen, so that changes in addresses, court clerk or assigned judge will be properly reflected throughout the system. Also, gathering account-level information for court proceedings has been simplified. Specific payment or credit reporting history information is available by running a series of reports. 

Security continues to be an area of great concern, and has been addressed in the latest release. Data access permissions have been increased, and fields defined by a law firm can be restricted to partially or fully mask sensitive information.

Columbia Ultimate’s new electronic payment interface helps collection law firms accelerate their collections by accepting credit card and ACH payments, directly from their user screen. When a judgment arrives, payments can be applied to that account in real-time, with an approval or denial status normally being returned within 5 to 7 seconds. This interface replaces the disparate payment systems agencies and law firms may be using with a single solution triggered by one command.

The Collector System’s account inquiry feature has also been enhanced. For the occasions where a collection law firm may only receive the last four digits of an account’s SSN as the unique identifier, the new account inquiry allows search for an account by partially provided data like an abbreviated SSN. 

A new Equifax interface allows a collection law firm to obtain an abbreviated credit report specifically tailored for the collection industry. This Recovery Report is useful when a full credit report is not needed and saves both time and money.

Support
Collector System support is provided through either of two plans – UltimateCare or UltimateCare Plus. UltimateCare provides telephone support from 5 a.m. to 5 p.m. Pacific Time, Monday through Friday, while UltimateCare Plus includes 24/7 support and discounts on additional software and training. Unlimited down-time support is provided with both plans, as are software upgrades and free training.

Summary
Columbia Ultimate continues to add enhancements for its users, especially collection law firms using The Collector System. The new electronic payments interface will offer significant improvements in collection efficiency.

Columbia Ultimate
www.columbiaultimate.com
800-488-4420

Data Transformation Corporation: Unique Software as a Service Offers Universal Access

Building the legal collection application of the future is the current business of Data Transformation Corporation (DTC) of Silver Spring, Maryland. Seeing the inevitable trend of legal filings going more and more electronic, DTC offers their Debt Collection Litigation System called DCLS Plus. Instead of sorting through a briefcase full of fifty file folders in preparation for entering the courtroom, DCLS Plus allows the attorney to review any account from any Wi-Fi location through his laptop.

Interface
When opened, the DCLS Plus first screen displays a to-do list called My Alarm List. Here generic and litigation-specific alarm items are listed separately and can show a manager the lists for collectors in addition to his or her personal list. Pull-downs for five major areas of the application are located at the top of the screen, along with a Client View selection that gives clients access to their accounts in a manner similar to the one used by the collectors. The Client View function is a standard part of the package for all DCLS Plus users. Once a specific account has been opened, links to a number of other screens are added below the pull-down selections. These new choices give quick access to areas such as judgment information, current and referred balance, etc. DTC is continuing to streamline access and reduce keystrokes and screens to get to a particular process.

Features and Functionality   
DTC looks at the repository of collection accounts inside an office as a thing of the past, with limitations that simply won’t survive the way business is now trending. Also, even some other web-based applications require the user to load a plug-in to operate, which may not be allowed if he or she is working from some hotel. True universal and unfettered access to data through hardware-agnostic software is what DTC sees as the future. 

DCLS Plus is built on a modular architecture, with four core processing modules comprised of accounts, collections, financial and litigation. An integrated report engine mines and analyzes data from each of the core modules. 

A core feature of DCLS Plus is the Zeus Litigator, a tool that automatically organizes the debt collection civil procedures in a framework that guides the user through the legal process. As opposed to a mail merge function common in many legal collection applications, the Zeus Litigator establishes a process and provides continuous feedback to the user as to the status. This eliminates the duplicate creation of a set of legal documents, for example, because Zeus knows that this step has already been taken. A customizable online library for the entire United States is maintained so that specific court forms can be quickly created. 

A strong management analysis feature set is part of DCLS Plus. This drill-down and display capability can be used either internally or to keep clients apprised of what has been done with their accounts. 

Recent enhancements include adding to third party networks that can be accessed. DTC has recently announced a new relationship with Columbia Financial International, which includes a co-branding agreement for both company’s products. DCLS Plus is offered on a flat per-month, per user basis, with no extra costs for such functions as account uploads.

Support
Web-based training is provided as part of the DCLS Plus package, with onsite training also available for an additional fee. Telephone support is provided during 9-5 (Eastern Time) business hours. A web-based problem submission tool called Knowledge Solutions speeds up submission and resolutions of problems as well.

Summary
DCLS Plus provides a solution geared for high-volume collection litigation attorneys, with world-wide access and a high degree of automation. Its per-month cost structure and web-based approach makes it equally attractive to startups who can’t afford a capital expenditure for installed software.

Data Transformation Corporation
www.dtcss.com
301-587-4580

JS Technologies: Horizontal Tabs for Summary, Debtor, Claims, History and Financial

Collection applications find their way into law firms in a number of ways. Some companies simply bolt on a legal module to expand their market, while a few applications have so many native features attractive to legal firms that the supplier somewhat belatedly adds on a legal subsystem. And then some software comes out of the chute targeted directly at the legal side of the business. An example of the latter is JS Technologies (JST) of Richmond, Virginia, creators of CollectMax. With over twenty years experience providing collection software solutions, JST reports that CollectMax now has 800 licensees, with 95% of them belonging to law firms and the rest sprinkled among smaller collection agencies, in-house collection departments and debt buyers.

Interface
The CollectMax basic collection screen includes a complement of pull-down menus, a vertical column of action selection buttons and a horizontal row of tabs for Summary, Debtor, Claim, History and Financial. For instant display of additional information, a view extender accessed by the F3 key is displayed across the bottom of the screen. The litigation screen displays relevant dates along with a vertical row of buttons for Filing, Judgment and Wage Garnishment, for example.

Features and Functionality
The CollectMax approach offers a choice of two editions. Both support an unlimited number of debtor accounts but provide two levels of features. With the CM550 edition the user receives a multi-claim option, statistical reporting, batch account processing, user-defined reports, and credit reporting. Upgrading to the CM560 edition adds a check writing module, bank account reconciliation, deposit report generation, and collector work list module. One workstation license is included with either edition; additional licenses can be purchased either individually or in larger blocks. Support for a document imaging system is built into the product but requires an optional module. For firms hesitant to commit to a capital outlay, JST offers one of the few monthly rental options for installed software available in the industry. 

A feature called MaxPlans allows an account to be placed on a user-defined track whereby the conditions surrounding an account are analyzed and steps are taken automatically, such as assigning follow-up dates, creating documents or recording status changes. After a given event step has been performed, the account is advanced to the next step. Multiple MaxPlan templates can be created and applied to any number of accounts, with a bolded MaxPlan button for any account indicating it is under one of the MaxPlan templates. The user determines the interval for execution of all accounts on a plan, and a report shows all the actions carried out.

Recently added features include a settlement tool that tracks both the settlement balance and the true balance, in case the debtor defaults on an established settlement plan. An existing document management module has been supplemented with a barcoding capability that allows returned communications to be batch-scanned and an image automatically attached to the proper file. 

Greatly simplifying the litigation process is a new auto-court feature that allows the user to set up rules governing how a court is assigned. A number of factors can be considered such as zip code, town code or balance. The assignment can be made singly or in a batch run as if it were a report. New interfaces with PaySimple for payment processing and TransUnion for credit reporting are also now in place.

Support
Sixty days of support are included with each CollectMax purchase, with ongoing support available on an annual or hourly basis. An after-hours emergency support program is also available and allows remote control of a user’s system for rapid problem resolution. Telephone support is not toll-free but is available weekdays from 8:30 to 5:30 Eastern Time. Internet training sessions are provided as well.

Summary
CollectMax is built to meet the needs of collection law firms and offers a growing set of features that should meet the needs of collection groups of any size.

JS Technologies
www.collectmax.com
800-827-1457

Sentinel Data Systems: Automated Workflow Tool Employs Graphical Interface That Lets Users Drag and Drop

Most collection applications are provided as a client-server product and installed on the user’s computers, appealing to larger users who want to make a one-time purchase and have complete control. A few suppliers provide a web-based product only, tailored to the user who wants to minimize startup costs or puts a premium on access from anywhere. Some offer the user the same application from either installed software or through web access. Sentinel Development Solutions (SDS) is one of the latter, offering its eCollections application in what it calls a web-based or web-enabled form. While this may sound confusing at first, it emphasizes the fact that both versions are accessed using an identical SDS-furnished web browser. Similar to a standard Internet Explorer browser but supplemented by SDS for security and authentication purposes, the interface is simply downloaded and installed by each individual user. Unlike a browser, the interface generates its own graphics, lessening the load on the host and the data network. SDS calls this overall approach Service Oriented Architecture and it allows the management of multiple sites and access by remote users over the Internet.

Interface
eCollections.Law is set up in two separate modules labeled eCollections and Management Module. The eCollections module Account Summary screen is the main working screen for a collector, allowing payment plan arrangement, debtor information modification, letter transmittal, etc. Any person associated with the account can be selected, whether debtor, lender or attorney, with the related data being displayed for action. Legal activity can be added, bankruptcy details reviewed and notes created to document account activity.

Features and Functionality
The current economic climate has resulted in a large amount of debt being available for collection law firms to litigate, but this debt volume is also expected to increase by 20% in 2009. SDS believes managing such a swell in business will place heavy demands on collection applications in at least two areas – account segmentation and automation. eCollections.Law has built-in segmentation tools that quickly help a firm decide which accounts should be litigated so that the best collection practices are applied right from the beginning. 

eCollections.Law has also been enhanced to take some of the workflow automation tools that were on the back end and move them to the front of the application so they are available to any business user or operations person instead of having to wait for a change by IT. The automated workflow tool employs a graphical interface which lets a user drag and drop boxes on the screen to control what should happen to an account at every stage, including legal. The results of an asset search, for example, are loaded into the system and can trigger a certain path. If no assets come up, a different path is automatically selected. 

Nowhere is automation more critical for a collection attorney than the creation of legal forms for court filings. eCollections.Law tracks court jurisdictions throughout the country, along with every form in every court, updated weekly to keep it current. Process servers’ sheriff’s offices are also tracked, so an attorney can find out which process server is closest to the jurisdiction involved, and send information to that server electronically. SDS provides a means of electronic data exchange between eCollections.Law and any other system called Equal Exchange (EQX). The system provides data validation and transfer confirmation to both parties. Either real-time or batch transfer is available.

Support
Support is provided to eCollections.Law customers on a no cost, 24/7/365 basis, with training also available on that same basis. New product releases are covered by an annual service release fee.

Summary
The choice of an installed or hosted application gives eCollections.Law the flexibility to fit both small and large users, while the data exchange tool and built-in court forms address two of the biggest issues facing legal collection firms.

Sentinel Data Systems
www.SentinelDS.com
877-395-897