How it works
What the agents do
Most firms have a retention schedule, but applying it to years of closed matters takes more staff time than anyone has. Most records software applies the schedule to the dates and matter codes in your document system. It doesn't read the documents, so it can't tell a signed agreement from a draft or find the date in a letter that starts a retention period, and someone on your staff still has to open each file. Kolophi's agents open each file.
Intake
Collects each file from your systems, including email and its attachments, and fingerprints it. An identical copy saved in three places is reviewed once.
Classifier
Reads the document, assigns it a class from your retention schedule and finds the date that starts its retention period, quoting the passage it relied on. Your team's recent corrections are given to it as examples.
Describer
Writes a catalog entry for each document: its title, date, author, a short summary and its subjects. Each statement carries a quotation from the document, and the software removes any statement whose quotation isn't there.
Privacy
Flags privileged material, personal and health information, government ID and account numbers, and trade secrets. A separate pattern check runs alongside it, and every redaction or restriction goes to a person.
Review routing
Sends a document to your records team when an agent is unsure, a quotation fails the check, sensitive information is found or a legal hold applies. By default, a random tenth of the rest also go to your team as a spot check.
Research
Answers questions about the files you keep, citing the documents, and draws only on records the person asking is allowed to see.
Your records team reviews the agents' proposals with the quoted evidence beside each one, rather than reading every file themselves.
How it works
Kolophi is set up for your firm within minutes of signing up, and works alongside your records team.
Connect
Your IT team gives Kolophi read-only access to your document management system, Microsoft 365 or Google Drive. Nothing is changed at the source.
Read
Kolophi files each document under its client and matter. Its agents read it, classify it against your schedule, describe it and screen it for sensitive information, quoting the text behind each call.
Review
Your records team checks what the agents weren't sure of, plus a random sample of the rest. Clients are notified before their files are destroyed and can ask for them to be returned.
Dispose
After two people sign off and holds are rechecked, Kolophi destroys its copies and issues a certificate, with a signed-off list of the originals for your DMS administrator to delete. Each later sync shows which are gone.
What you receive
- An inventory of your closed files, each document read, described and classified against your schedule, with the quoted evidence for every decision.
- A disposition list approved by your records manager and signed off by legal.
- Records of client notices and responses, and of any files returned.
- Certificates of destruction and a complete audit log.
- For each certificate, the originals to delete in your systems, and which are already gone.
- A searchable archive of the files you keep, with your ethical walls applied.
Law firm requirements
Kolophi is organized around clients and matters.
Ethical walls
People screened from a matter can't see its records anywhere in Kolophi. Walls can be imported from your conflicts system.
Clients who restrict AI
Records for clients whose guidelines prohibit AI are never sent to a model. Your staff review them instead.
Legal holds
Records under a legal hold are never destroyed. Custodians receive hold notices and acknowledge them online.
Questions first?
We're glad to talk through the size of your backlog, where it's stored and how your records team would use Kolophi.