Welcome back to the final article in this series looking at document automation. If you haven't seen them, please do take a look at my previous posts which are linked to at the end of this post.

By now you've been experienced the hard work and sense of achievement that goes into developing and launching your templates but the fun doesn't stop there. Now you need to have a system in place to maintain your templates. The four main reasons for maintenance are:

  • The law has changed and this needs to be reflected in the templates.
  • You have streamlined your processes and this requires a change to the templates.
  • Your template automation platform is being updated.
  • You have a prioritised list of enhancements to work through.

Let's look at each of these in turn.

The law has changed

The law never stops changing and depending on your industry you may find it changes quite frequently. Whether it is data privacy law that requires new contractual terms or global pandemic which makes you revisit your force majeure wording there will be some reason to update your templates in the not too distant future.   

Streamlined your processes

You may have restructured your teams or perhaps decided on new approval processes for certain documents. All this can be reflected in your automated templates relatively quickly and can be a great way to help facilitate these changes and/or support change management. 

The platform is being updated

Whilst the likelihood might be low, your platform provider may change something in the platform which disables some of the functionality of your templates. With every kind of development, there is almost always more than one way to achieve an outcome so whilst this isn't a crisis it may require some updates to the templates.

Your prioritised list of enhancements

The last and most interesting reason for ongoing maintenance is that you simply want to get more out of the automated templates and you've got a list of enhancements that you want to work through. These could be anything from connecting your templates to a digital signing platform, adding in approval workflows or adding barcodes to your document footers to make processing simpler.   

Get in touch

Maintenance can often be one of the deciding factors for why going external to automate your templates is more economical over automating internally. Once you've automated, it can often be hard to justify retaining a team for ad-hoc changes. 

The CCAS team have many years experience of automating and maintaining templates for our customers. If you've found this series helpful and would like to discuss our approach to template automation further, please get in touch by emailing sales.ccas@cliffordchance.com

Article Series

How to automate documents - Part 1: Introduction

How to automate documents - Part 2: Preparation 

How to automate documents - Part 3: Scoping

How to automate documents - Part 4: Development

How to automate documents - Part 5: Testing

How to automate documents - Part 6: Sign-off