Modernizing Legal Document Review for a US Government Agency
Streamlining Accuracy, Efficiency, and Compliance Through Intelligent Automation
Overview
Our client is a government agency that manages thousands of filings each year, ranging from motions and appeals to administrative documents. Each submission must be carefully reviewed to confirm required details – such as case numbers, filing dates, and signatures.
To make this process faster and more consistent, CloudWave developed an AI document digitizer assistant that integrates directly with the client’s existing data system.
Using AI-powered prompt-based workflows, the new tool digitizes, organizes, and validates filings, helping staff reduce manual review time while ensuring every document meets established procedural standards. It also allows federal employees to look up information from within the system instantly, using AI to search through all internal documents and return answers to common questions.
Project
Our objective was to enhance the accuracy and speed of document review without altering existing workflows or compromising data security. To accomplish this, CloudWave built an AI tool that integrated directly into the client’s existing Microsoft Dynamics system.
CloudWave’s development team designed this add-on around three guiding priorities:
- Streamlined Processing:
Our tool automatically reads and extracts information from a wide range of documents and organizes it within the client’s data systems. It can also generate concise summaries of lengthy filings and scan across pages of supporting material to answer user-driven questions. - Human-Guided Verification:
Every step of the process keeps staff in control. Once documents are digitized, reviewers can verify extracted information, make corrections, and approve final entries before they are saved in the client’s database. This “human-in-the-loop” approach ensures accuracy while significantly reducing repetitive manual tasks. - Secure Integration:
All data extraction and validation processes occur within the client’s infrastructure, ensuring full compliance with federal data protection requirements. No document information leaves the system, and CloudWave does not retain or access any client data.
How It Works
- Document Setup – The add-on is configured to recognize the layout and data fields of the client’s standard filing templates.
- Digitization – Staff can upload or route filings into the system, where they are instantly converted into structured digital records.
- Assisted Review – The tool checks for required fields, such as case numbers or filing dates, and highlights potential deficiencies for staff to review.
- Intelligent Search & Summaries – Staff can ask natural-language questions or request summaries, and the system scans across pages of the uploaded documents to surface answers or provide concise overviews. This reduces the need to manually read through lengthy filings to locate specific information.
By automating repetitive checks, data entry and info searching, the add-on allows staff to focus on higher-level review and decision-making tasks.
Implementation
CloudWave worked closely with the client’s administrators to ensure seamless integration, accurate configuration, and sustainable long-term performance. This collaborative rollout ensures that the new functionality enhances daily workflows rather than replacing them, a key consideration for judicial and administrative teams.
Results
- Reduced manual review time by automating repetitive checks.
- Improved data consistency and accuracy across filings.
- Maintained the highest standards of security and confidentiality.
- Enabled staff to quickly surface key information or document insights without manually reading through lengthy filings.
By embedding automation directly within its document management system, the client can process filings more efficiently and consistently while maintaining full oversight and control.
About CloudWave
CloudWave Inc. is a Virginia-based IT consulting firm specializing in AI, automation, low-code development, and secure cloud transformation. With deep expertise in platforms like Salesforce, Creatio, Microsoft, and more, CloudWave helps public and private organizations modernize operations, enhance compliance, and improve efficiency through trusted, human-centered technology solutions. For more information, get in touch with us here.