Laying the Digital Foundation for Legal Scale

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Overview

A Toronto-based real estate law firm faced operational bottlenecks as its caseload grew. While foundational practices like document handling and email communication were in place, many relied on outdated tools that struggled to keep up with modern compliance and efficiency demands.

To support ongoing growth and client expectations, the firm partnered with MOSAN to modernize its systems — eliminating redundant manual tasks, reinforcing cybersecurity standards, and enabling centralized oversight of case progress across teams.

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Challenges

• Fragmented File Management
  Lawyers used local spreadsheets and siloed folders, which limited firm-wide visibility and slowed cross-team collaboration.

• Outdated Documentation Processes
  Although digital, document storage lacked encryption-at-rest and standardized naming/versioning, which increased access delays and internal risk.

• Inconsistent Communication Security
  Clients submitted files via regular email rather than through a secure portal, creating friction and exposing sensitive data to unnecessary risk.

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Our Approach

Cybersecurity

• Enabled multi-factor authentication (MFA), secure file portals, and encrypted email across all staff.
• Deployed phishing detection tools via integrated SaaS platforms.
• Audited user permissions for PIPEDA and LSUC compliance.

Automation & Workflow

• Implemented standardized intake forms for common case types (e.g. purchase, refinance).
• Set up automated file routing based on urgency and matter type.
• Built automatic status updates to improve client visibility and reduce staff workload.

SaaS & Data Infrastructure

• Rolled out a centralized dashboard for real-time case tracking across the firm.
• Integrated reporting for team performance and process planning.

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Measurable Impact

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Ongoing Partnership

MOSAN continues to support the firm with:

• Quarterly cybersecurity assessments and user training
• Smart form development using AI-powered clause recognition
• Predictive analytics to track real estate market movements

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Strategic Outlook

With secure systems in place and workflows digitized, the firm is now positioned to expand into commercial leasing and construction law. Leadership is working with MOSAN to align future growth with a long-term tech roadmap that ensures operational resilience and client trust.