What systems does a modern law firm need?

A modern NZ law firm doesn't need every tool on the market — it needs the right capabilities, well managed. Start with the work the firm must perform, then identify which system provides each capability and who is responsible for it.

The systems every firm should document

1. Practice management — matters, clients, time and billing. Examples include OneLaw, Actionstep, LEAP and Smokeball.
2. Document management — controlled matter documents, search and retention. Examples include NetDocuments, iManage and Microsoft SharePoint.
3. Accounting — the general ledger, payments and management accounts; Xero is a common example.
4. Trust accounting — the firm's system and procedures for meeting New Zealand trust-account obligations.
5. AML/CFT and client verification — identity checks, due diligence, risk assessment and ongoing review.
6. Digital signing — secure execution and evidence for suitable documents.
7. Communications — email, telephony, video meetings and secure client communication.
8. Website and enquiries — publishing, enquiry forms and controlled hand-off of new enquiries.
9. Cybersecurity — MFA, endpoint protection, email filtering and security monitoring.
10. Backup and recovery — independent protection, tested restores and clear recovery ownership.
11. Cloud and email — identity, productivity and collaboration, commonly Microsoft 365 or Google Workspace.
12. Reporting — financial, matter and operational reporting for managers and partners.
13. Internet and connectivity — primary connectivity, resilience, DNS and network support.

The category most firms are missing

An operations layer — a single place where suppliers, contracts, renewals, ownership and firm knowledge live. Not another silo, but a register that makes operational responsibilities visible. That's what AvenorOps provides.

Build the register in one working session

Ask finance for recent recurring software and supplier payments, ask the person responsible for IT for the current system list, and ask each team which tools they could not work without. Reconcile those sources rather than trusting any one list.

For each category, record the system and supplier, purpose, internal owner and backup owner, renewal date, notice period, cost, criticality, whether it holds client data, and next review date. A blank field is useful: it shows what the firm still needs to find out.

Worked example

If the document system renews on 30 November with 90 days' notice, the notice deadline is 1 September. The review should begin no later than 2 August. The owner gathers user feedback, confirms data-export and recovery arrangements, reviews current pricing and records the decision before the deadline.

Use the NZ Law Firm Technology Stack Checklist as the working file, and the Legal Technology Stack guide for category context.