AI System for Checking Notices and Procedural Deadlines

The problem

In day-to-day operations, records may conflict over when a deadline starts. When the notice, delivery and opening times, matter type, holiday calendar and firm rule are spread across different screens, documents or team records, the issue may not be noticed in time.

This fragmented data delays preparation of the deadline calculation and dual-approval record and forces staff to search for supporting records again by hand. Before deciding, the matter lawyer and deadline coordinator must complete missing fields and verify each inconsistency individually.

A common exception is that a special procedure or electronic notice may change the calculation. If this context is not checked, an incomplete or incorrect automation could produce the wrong date and cause a right to be lost, so the output cannot be acted on directly.

What we set out to improve

• Number of draft dates corrected by the lawyer
• Share of outputs corrected or rejected by the matter lawyer and deadline coordinator
• Time between the source record and the review output

How the system works

1. 01 Define the review scope and the authorised roles of matter lawyer and deadline coordinator
2. 02 Collect the inputs: notice, delivery and opening times, matter type, holiday calendar and firm rule
3. 03 Check the source identifier, date, version and data freshness
4. 04 Extract the date and delivery method
5. 05 Calculate alternative final dates
6. 06 Check the exception: a special procedure or electronic notice may change the calculation
7. 07 Place low-confidence or conflicting records in a separate human review queue
8. 08 Write the source identifier, rule, output and timestamp to the audit trail
9. 09 Have the matter lawyer and deadline coordinator approve, correct, defer or reject the output

Methods we used

• Source-linked date calculations and inconsistency alerts
• Source, format, version and required-field checks for the notice, delivery and opening times, matter type, holiday calendar and firm rule
• A missing-data alert instead of an estimate when inputs are absent or conflicting
• Separate handling of exceptions and the main rule
• Joint retention of the source identifier, rule result, deadline calculation, dual-approval record and human decision

Where people stay involved

Data and security

Access to the notice, delivery and opening times, matter type, holiday calendar and firm rule is limited to the minimum permissions needed for the task. Identifiers and sensitive fields are masked where possible, and only the necessary section is sent to the model rather than the full raw file. Access, output and the decisions of the matter lawyer and deadline coordinator are logged; production use does not begin until the organisation approves the retention period and data location.

Who this suits

Frequently asked questions