Onit logo representing Enterprise Legal Management (ELM) and Contract Lifecycle Management (CLM) solutions for modernizing legal operations.

Case Study

City of Pasadena Case Study: Streamlining Legal Operations with Onit

City of Pasadena logo alongside a panoramic view of Pasadena's skyline at sunset, showcasing urban architecture and greenery, relevant to Onit's legal management solutions case studies.

Key Challenges Facing Pasadena’s Legal Operations

The Office of the City Attorney/Prosecutor for the City of Pasadena is responsible for managing all civil and criminal legal matters for the city, including advising the city council, various municipal departments, and entities such as the Rose Bowl Operating Company and the Pasadena Convention Center. With three busy divisions (civil, prosecution, claims and insurance), the Office needed a robust solution to manage the volume and complexity of its legal work.

In 2005, the city’s IT department notified the Office that its existing case and document management system would be retired. This prompted the city to issue an RFP for a comprehensive legal case management solution that could support day-to-day operations, enable secure and efficient data migration, and deliver long-term scalability.

Solution

After a thorough evaluation process, benchmarking competitors, the City of Pasadena selected Legal Files, part of the Onit ecosystem, for its flexibility, Microsoft Office integration, and strong track record in the public sector. Legal Files Software, partnered with the city to ensure a smooth transition, providing project management, data conversion, staff training, and software implementation services.

Onit’s Legal Files now supports the Office’s full range of legal functions with:

  • Centralized case, document, and calendar management across all divisions.
  • Seamless Microsoft Outlook integration for managing high email volumes.
  • Group calendaring and task delegation features to boost coordination and productivity.
  • Drag-and-drop functionality for efficient e-filing and document management.
  • Customizable workflows and to-do tracking to manage caseloads effectively.

Results and ROI

Since adopting Onit’s Legal Files in 2006, the Office of the City Attorney/Prosecutor has transformed its legal operations:

Graphic representation of a unified legal ecosystem, symbolizing Medtronic's transition to Onit’s Enterprise Legal Management (ELM) and Contract Lifecycle Management (CLM) solutions, emphasizing streamlined operations and reduced vendor complexity.
Improved productivity and consistency

Improved productivity and consistency with centralized document creation, editing, and calendaring.

Revenue optimization graphic illustrating streamlined legal operations and contract management within Onit's platform, relevant to Medtronic's implementation of ELM and CLM solutions.
Streamlined communications and workload management

Streamlined communications and workload management through shared case views and task tracking.

Insights on Medtronic's legal operations transformation using Onit's ELM and CLM solutions, highlighting streamlined workflows and integrated capabilities.
Enhanced email and document capture

Enhanced email and document capture with “Save to Legal Files” functionality integrated directly into Outlook.

Steps illustrating Onit's integrated legal technology platform for Medtronic, showcasing streamlined operations and flexibility in legal management.
Advanced the city’s green initiatives

Advanced the city’s green initiatives by digitizing files and reducing reliance on paper storage.

Icon representing streamlined contract management and drafting processes, emphasizing speed and efficiency in contract lifecycle management.
Maintained long-term satisfaction

Maintained long-term satisfaction with Legal Files’ ongoing support and adaptability to evolving needs.

About the City of Pasadena

The City of Pasadena is home to more than 140,000 residents and a hub of cultural, scientific, and civic activity in Southern California. The Office of the City Attorney/Prosecutor plays a vital role in upholding the city’s legal and ethical standards by managing litigation, providing legal counsel, and supporting the city’s commitment to transparent, efficient governance. Onit’s Legal Files has been an essential partner in helping the Office deliver high-quality legal services with professionalism and innovation.