What's in a name? Over the years, the definitions of certain industry terms have become even more blurred.  Today, we are looking at Financial Management System vs. Case Management Systems vs. Matter Management Systems vs. Document Management Systems. 

Part of the blurred definitions of these legal terms is due to software vendors "expanding" the scope of the software offerings by using certain terms that they don't necessarily truly relate to their product, and in part, due to the attempt to apply a 'one size fits all' approach when it comes to defining a specific application area. Terms should be dictated by end user use and function and not by feature sets and marketing catch phrases.

To kick things off, we took a closer look at the areas of case, financial, matter and document management and asked an expert to help clarify and differentiate. Here are definitions to these terms by well-respected legal technology consultant, Andy Adkins, who is also the Director of the Legal Technology Institute at the University of Florida Levin College of Law and author of The Lawyer's Guide to Practice Management Systems Software, Second Edition (ABA, 2009). 

"There's often confusion in the legal industry as to what exactly case management system software is and what it is supposed to do. There are many definitions of what they should do and they are as varied as those trying to define it.  However, we do know that lawyers must keep track of various cases and matters in the office.  We also know that computers can do the job of tracking cases and matters better than hand written notes, journals, and index cards. But, on the other hand, computers cannot talk with the clients (though we sometimes wish they could) to determine specifics about the case or matter. That is the job of the lawyer and staff.  Let the computer do the grunt work and manage the data so you can do what you do best—represent your clients to the best of your ability. Let me see if I can clear it up. Here is Adkins' definitions of management system software:

Financial management systems are your time, billing, and accounting systems, often called the 'back office' system.

Case management systems manage cases (duh), but are typically geared toward litigators, who handle 'cases.' These systems are strong in tracking and managing case-related information.

Matter management systems manage matters (duh), but again, are typically geared toward transactional and corporate attorneys, who don't really deal with 'cases,' but handle 'matters.' These systems are typically stronger in document assembly for document intensive practices.

Case and matter management systems are often the same application and the term is more market driven than anything else. If the developers are courting litigators, they're more likely to call their software 'case management.' If they're courting corporate or transactional attorneys, they are more likely to call their software 'matter management.' They basically do the same thing and have the same functionality as case management systems.

Document management systems manage documents. But don't be deceived. They not only handle word processing documents, but they also handle spreadsheets, graphics, emails (and attachments), PDFs and voice mail. Document management systems can handle almost any type of file on the computer system.

Now, the pièce de résistance is practice management system software – software that manages the entire practice. It includes components of time & billing, accounting, case/matter management, and document management. Ahh, finally, an all-in-one system, a truly complete front-office/back-office system. A full Practice Management System, complete with email integration and a digitizing environment."

What do you think?  Would you make changes to these?  If so, please email to us or add to the comments section below. Are there other industry definitions and application areas that are fuzzy to you?  What about CRM?  Records Management?  What's the difference between litigation support and e-Discovery?