Once the decision was narrowed down to two platforms, a radically simple migration process, coupled with unparalleled customer service and an ability to meet industry-specific needs, made Pramata the clear choice.
The dreaded migration process
Transferring all existing contracts to a new system can be a daunting task, even for the most experienced legal teams. Businesses can have hundreds or even thousands of contracts, all living in different folders or drives, or stuck in a legacy system, like Catholic Health. Many CLM systems don’t have contract migration as a core offering, requiring them to partner with third-party vendors to complete the migration. Overall, ensuring contracts migrate accurately and efficiently can be expensive and time consuming.
The multi-step process usually goes something like this:
- Locate each contract – Before the transfer process can even begin, legal needs to locate every document they want to migrate. Organizing all of your contracts can prove challenging if documents are scattered across multiple locations.
- Digitize documents – Transferring documents to a new CLM requires all contracts to be digitized. After locating all the contracts you wish to migrate, all documents and PDFs need to be converted into digital files so that they are easily searchable within the new system.
- Define key terms – One of the main reasons for migrating to a CLM is to make it easier for legal to search for key terms within their contracts. In step three of the migration process the business must decide which data points they’d like to capture, and tag them to train the new system so they’re searchable.
- Upload contracts – Finally it’s time to actually upload your contracts into the new system. Most CLMs allow for mass uploads so that nobody is stuck adding each document individually. But it’s important to note that in most cases what you upload is what you get in terms of document organization, folder structure and hierarchies.
Bear in mind that while this process is already time-consuming, vendors often repeat some of these steps multiple times to ensure accuracy. The entire process can take many months and once it’s complete a human must review the work for any errors that might have slipped past the AI. That human might be from your internal team or it might be a third party contractor you hire because your team doesn’t have the bandwidth. In some cases, vendors may even promise that AI-alone will do most of this work, but beware, it’s rarely accurate or reliable once the process is “complete”.
With all the time and resources contract migration takes, It’s no wonder Catholic Health was dreading the process. However, it didn’t take long for users to realize that Pramata is different (have we mentioned radically simple yet?) when it comes to contract migration.
Contract migration at the click of a button
With Pramata, what could have been a months-long process was complete in a matter of weeks with zero down time for the business. Catholic Health end users quickly learned that all they had to do was upload their contracts and Pramata would take care of the rest.
Catholic Health Contracts Administrator, Stacy Passino, summed up the migration process, “I couldn’t even tell that it happened. It was that smooth”. Besides being such a smooth process, users received added features and abilities from Pramata’s solution to help meet their healthcare industry specific needs. From the moment Catholic Health system users logged into Pramata for the first time they were met with a never-before-seen level of simplicity and efficiency in contract organization.
What followed was immediate results and added value in Catholic Health’s daily workflows. Some of the biggest gains were in how users researched contract families, ran reports and accessed accounts and documents.
Interested in knowing more about how Catholic Health quickly and easily modernized their contract management process with Pramata and how you can too?
Download our case study: Catholic Health Effortlessly Migrated from a Legacy CLM System to Pramata and Saved Money in the Process.