Double docketing: Improving connectivity of the IP ecosystem

'Double docketing’ has become a new reality for many IP professionals in law firms, with customers requesting that outside counsels update their internal IP management systems (‘IPMS’) with filing and prosecution information.

While it’s a great risk management tool for corporate legal teams—ensuring there aren't costly data discrepancies which could lead to catastrophic mistakes—‘double docketing’ is a different story for law firms, who are faced with more work (as they input the same information into two systems), and an elevated chance of error.

I had hoped to live to see technology reduce the inherent risks and inefficiencies of ‘double-docketing’, which is why I am thrilled to be part of Anaqua’s launch of Anaqua Connect™.

Two Sides of A Coin

There are, at a minimum, two major impacts from the growing trend of 'double docketing'.

First, there is the cost associated with double docketing. From recent discussions I’ve had with law firm partners and administrators, that perception is mostly true—there is an obvious additional cost in hiring, training and retaining staff that’s necessary to provide that service. Often that cost is non-chargeable, eating away at margins that are sometimes minimal in a business where fixed-fee work is commonplace.

Second, there is a significant and additional risk inherent in double docketing. Docketing is at the very core of the IP management process, which makes mistakes very costly. When you double the amount of docketing being done, the stakes are even higher. Enter the wrong data and miss a deadline, and there's a price to pay.

Additionally, corporate customers must deal with the challenges of inconsistency by their law firms on how, when, and if data is docketed into their systems. Workflows and audit tools can go a long way toward cleaning-up and standardizing how IP matters are created, updated, and maintained. Still corporate customers need to deal with managing data and ensuring that their own data is up to date and accurate.

Knowing that times of adversity are often the root of opportunity, innovative firms are using these developments to fuel creative ways to push the quality and versatility of services they can provide.

Speaking with partners and managers, it is becoming obvious that the need to double docket is not only increasingly becoming more of a requirement to win business—it is also becoming a differentiator. The better positioned a law firm is able to provide visibility into the quality of its services, the easier it is to demonstrate value.

Nearly ten years ago, it was believed that the convergence of technology, electronic submission, e-billing and automated tools was ushering in a new era—a time where advancements in data management would allow those responsible for dockets to focus on the ‘management’ of data entered rather than the ‘entry’ of data.

This is the beauty of a tool that will automate the dynamic sharing of data between a company and the law firms in its IP ecosystem.  This is the beauty of Anaqua Connect™.

How We Can Help with Double Docketing

So, how do you manage all of this ‘double docketing'? How do you mitigate your firm’s risk or manage your costs? Anaqua can help.

Anaqua Connect™ provides law firms and their corporate clients with the built-in capability of sharing data between their respective IPMS’.  Whether the law firm is using Anaqua’s AQX Law Firm platform or Anaqua’s PATTSY WAVE IP management system, the firm will be able to update records directly into the client’s Anaqua AQX corporate system without the cost or risk inherent in doing it manually.

No special training or cost will be needed to share docketing information—only basic configuration and permissions need to be set up to begin the process of effectively eliminating ‘double-docketing’ and to begin the sharing of information critical to the docketing process.

The dynamic exchange of data between law firms and client stakeholders is a significant development. Early adopters will have first chance to streamline cost savings and reduce risk. Early law firm adopters will find another way to differentiate themselves from the crowd and provide other interesting ways to drive revenue and optimize the value of services provided to their client.

These are thrilling times and for those that keep moving the reward is great.

Written by Domenic Leo, Vice-President/General Manager, Law Firms

Learn more about AQX Law Firm or PATTSY WAVE software, or contact us for more information.