Conflict of Interest

  • Updated

The ORION Conflict of Interest Program is fully integrated with the File Maintenance Manager and Client-Matter Intake Processes. Total integration with these modules provides the following advantages:

  1. Automatic Update of Client Name
  2. Automatic Update of Matter Name
  3. Automatic Update of Adverse Party
  4. Automatic Update of Opposing Counsel
  5. Automatic Update of File Opened and Closed Dates
  6. Automatic Update of Originating and Responsible Attorneys

Each time a new Client or Matter is entered or revised, the Conflicts database is updated with the information. Of course, more information or additional Conflicts Records may be entered at any time.  When the accounting department opens a new Client-Matter, it can potentially, depending on the type of case and which fields are completed, create four conflict records:

  1. Client Name - Client Relationship
  2. Matter Name  - Matter Relationship
  3. Adverse Party Name  - Adverse Party Relationship
  4. Opposing Counsel - Opposing Counsel Relationship

In addition to the above four records, more conflict records can be entered as required. In addition, information can be entered under search notes for an existing conflict record. Each word in the Search Notes field is indexed.  Therefore, a searched word (if found in the notes area) will display the appropriate conflict record.

Conflict Search Button

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To enter the Conflict of Interest Program, choose the CONFLICT SEARCH Button from the ORION Desktop Program Group Task Bar. The following screen will appear:

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There are two ways to search for a Conflict. The first, and most common, is used to do a single search. The second way, known as the Batch Search, will allow you to perform multiple searches in a single pass.

Single Search                                                             

To perform a Single Conflict search, simply type in the word or words you want to search in the Search Box and click the SEARCH NOW Button. For example, using an asterisk (*), you can search for Peter*. This will find the words, Peter, Peters, Peterson, etc. You can also replace characters in a word with a question mark (?). For example, searching Sn?der will find Snider and Snyder.  You may use multiple words in your search criteria and link the words logically with an OR or an AND link. For instance, if you enter the words Peter and Snider, you can choose PROXIMITY-ANY as your search type and the system will find only those records where both the words Peter and Snider are contained somewhere in the Conflicts record. To further narrow down your search, you could specify Peter Snider as your search with the criteria set to PROXIMITY, and the number of words within proximity of each other. In this instance, ORION will look for records where the word Peter is within “X” number of words of Snider (where “X” represents the number of words which may separate each word).  If you have run a search and the system finds numerous records, you can then choose to do a subset search. Change your search criteria to further narrow your search and choose the Subset Box. ORION will search only those conflict records currently listed on the screen (those found in the initial search).  You may choose what fields to include in the search. By selecting a field to include in the search, ORION will search only within the specified fields.

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ORION displays the search results on the screen. To change the order of the displayed search results, click on the column that you would like to sort the results by (either ascending or descending).  In addition, you may choose what information is listed on the screen and/or printed on the report by right-clicking and choosing Select Grid/Detail Fields within the results screen. To move a column, simply point the cursor to the column title and drag the column with the left mouse button depressed. The width may also be adjusted by pointing the cursor to the line which divides the column headers (the cursor will change to vertical bars) and dragging the width either left or right with the left mouse button depressed.

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Batch Search                                                             

To use the Batch Conflict Search Program, choose the BATCH SEARCH Button from the Search Engine toolbar. The following screen will appear (note the subtle change in the upper right-hand side of the Search Box):

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The Batch Conflict Search Program is similar to the Single Search Program with the following exceptions:

  1. The Batch Search allows you to execute more than one search at a You can execute as many simultaneous searches as you prefer. For example, if you were ready to engage five new clients, each considered a separate search, then you can enter 5 separate searches. Each search will be denoted by a separator bar on screen and when printed will be given a page break.
  2. You cannot execute Subset searches on results displayed by using the Batch Conflict Search Program.

To use the program, simply enter the words you wish to search for and specify whether each line is to be a PROXIMITY, OR or a STRING search. When you have completed your search criteria, click the BATCH SEARCH Button to perform the search.  To print the search results, choose the REPORTS Button and direct your output to the Printer or the Screen.

Searching for Related Records                                                             

The Search for Related Info feature allows you to expand your search to all records related by Client or Client Matter. By highlighting the record for which you want to perform the Search for Related Info, right-click and choose either Search using Client Code or Search using Client-Matter Code. ORION will find all Conflict Records using the same Client Code or Client-Matter Code and display them for you. You can also batch searches together by selecting multiple Conflict Records resulting by a search, and right-clicking to choose the Client Code or Client-Matter Code search. Each set of Search Records will be separated by a grey bar which includes the Client Code or Client-Matter Code information for reference. The displayed “hits” can then be printed.

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Editing Conflict Records                                                             

To edit a record found in the search, click on the record and choose the Edit Button from the Toolbar or double-click using the left mouse button. The following screen will appear:

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After making any necessary changes, click the SAVE Button. To delete the record, click the DELETE Button. Be very careful about deleting Conflict records - it is much better to have too many records than to miss a potential conflict.

Adding New Conflict Records                                                             

To add a new Conflict record, choose the NEW Button. The following screen will appear:

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You may add as many conflict records as you wish and the following fields may be completed.

Field Description
Name

Enter the name of the Client, adversary, witness, etc. You are required to complete the Name field in order to save the record.
Employer

Enter the employer, if applicable.
DBA, AKA

If applicable, enter the “doing business as” or the “also known as” information.
Tax ID/SSN

Enter the federal tax identification number or social security number. This is an informational field only and can be used for any type of relevant information.
Relationship

Enter the Relationship the Conflict Record has with the firm (i.e., Adverse party, Opposing Counsel, Director, etc.). For a list of valid relationships, you may use the F8 Look-Up Function or click the LOOK-UP Button. You must complete this field in order to save the record.
Client- Matter Code

Enter the related Client-Matter number. For a list of valid Client-Matter numbers, use the F8 Look-Up Function or click the LOOK-UP Button. Note that if the relationship is “Client”, only the Client Number is required. The Client-Matter field is a required field and must be completed before you can save the record.
Date Opened/Closed Enter the opened and closed dates for the associated matter.
Originating/Responsible Attorney Enter the originating and responsible attorneys. For a list of valid attorneys in either field, click on the LOOK-UP Button.
System Notes and Additional Information

This is an unlimited free form text field and can be completed with any information deemed necessary. The information entered here is indexed and fully searchable.

Once you have completed entering the information, click the SAVE Button to save the record. To clear the screen without saving the record, select the F9 key.

Conflict Search History                                                             

ORION tracks all SEARCH HISTORY providing the firm with the knowledge of when a search was performed, who performed the search, what the criteria was and whether there were any hits. To view the SEARCH HISTORY, click on the TOOLS Button from the Toolbar and then select the SEARCH HISTORY Button. The following screen will appear:

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Rebuild Searches                                                             

There will be times when the file that contains the indexed search words will need to be rebuilt. You will usually only do this after having been instructed to do so by ORION Law Management Support Personnel. This file is the “map” to the conflicts records and is the file searched when you do a Conflict Search. To rebuild the word search file, click on the TOOLS Button from the Toolbar and then select the REBUILD INDEXES Button. Depending on the size of your Conflict Records database, this procedure may take a significant amount of time.

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