Using AI in contract extracting tools to streamline legal operations

Contract extraction software is designed to efficiently pull key data from your contracts. But once you have this information, how can you leverage it to streamline your legal operations effectively? Continue reading to discover practical strategies and insights.

What is Contract Extraction?

Contract extraction is an essential method that involves identifying, extracting, and analyzing data from agreements and contracts. Traditionally, this task has been managed by in-house lawyers, whose expertise comes at a significant cost to companies. While manual extraction can be performed using specialized software, it's often integrated into a broader contract lifecycle management strategy. For businesses dealing with large volumes of legal documents, automating this process is crucial. Automation not only saves time, energy, and financial resources but also minimizes reliance on expensive manual labour. In 2024, these automated systems are primarily powered by AI and machine learning technologies, which are adept at rapidly analyzing large datasets and extracting both structured and unstructured data from contracts and other business documents.

When Do You Need Contract Extraction Software?

Contract extraction software is vital for any business, regardless of size, since contracts are fundamental to transactions. This technology allows you to pinpoint and retrieve critical data from contracts, such as key terms, which can significantly enhance organization and analysis. Utilizing this extracted data can streamline compliance reporting, manage risks, track important deadlines, and aid in negotiations.

One of the major challenges of manual contract extraction is that it's labour-intensive and often not prioritized due to time constraints. In this context, contract extraction software emerges as a cost-effective alternative to dedicating personnel solely to this task. Furthermore, integrating contract data extraction into your broader contract management process not only simplifies operations but also provides long-term efficiencies. Adopting this approach may seem complex initially, but it ultimately conserves effort and resources, proving invaluable over time.

What are the Benefits of Contract Extraction Software?

1. Reduce Risk Contracts are designed to mitigate risk, yet they often contain inherent risks, especially when their details are not fully visible. There are many types of contract risks, most of which can be minimized by closely monitoring contract data. A common contract management error is the failure to secure contracts and their data adequately. This risk can be mitigated by safely storing contracts in a robust repository or using contract extraction software that helps you collect all the data and storing it in way to be easily accessible, while ensuring enhanced security and compliance.
2. Increase Efficiency Automation is synonymous with increased efficiency, particularly in contract management. Manual searching for data points within contracts is time-consuming and prone to errors. This is where generative AI excels, as it can precisely isolate specific clauses and extract the necessary data. This not only saves time but also reduces the likelihood of human error, freeing up your team to focus on monitoring and reviewing the extracted information.
3. Improve Contract Visibility Contract extraction software provides crucial insights into your contract data, allowing key stakeholders to understand contractual obligations, assess risk exposure, and identify revenue opportunities better. These insights can shape contractual relationships and enhance the negotiation process. By leveraging this visibility, businesses can gain a competitive edge and foster more sustainable growth.

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Do you want to learn how you can use AI to analyse your contracts? Watch our webinar recording now:

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Use Cases for Contract Extraction Software

When should you deploy contract extraction software? The specific data points you might need to extract can vary widely depending on your industry or the unique needs of your organization. However, several critical areas of contract data universally demand attention:

• Renewal Dates: Track when contracts are due for renewal to manage continuity and negotiations.
• Contract Values: Monitor the financial implications of contracts.
• Payment Terms: Ensure clarity on payment schedules and conditions.
• Termination Clauses: Know the stipulations for contract dissolution.
• Service Level Agreements (SLAs): Assess performance metrics and compliance requirements.

By leveraging contract extraction software, organizations can automatically identify these key data points within legal documents, transforming contracts into a source of business intelligence rather than merely a legal formality.

How to Find the Right Contract Extraction Tool?

Selecting a contract extraction provider involves careful consideration of several key factors to ensure the security and compliance of your data. Below are refined best practices to guide your selection process:

• Robust Data Security: Choose platforms that meet high-security standards and conduct frequent security audits to ensure that your data remains protected.
• Selective Data Extraction: Extract only the essential data from contracts to avoid the unnecessary accumulation of sensitive or personal information.
• Regulatory Compliance: Secure all necessary consents and ensure compliance with relevant data privacy regulations before extracting data.
• Strategic Data Retention: Maintain a policy of retaining data only for the period necessary for its intended use, followed by secure deletion or anonymization.
• Vendor Assessment: Carefully evaluate third-party providers for robust data protection agreements and adhere to established vendor management best practices.
• Privacy-First Anonymization: Whenever applicable, anonymize personal details within contracts to safeguard individual privacy and reduce identification risks.

Implementing these refined practices will assist in selecting a secure, compliant contract extraction provider that aligns with your organization's needs while prioritizing the protection of sensitive information.

Optimizing Your Contract Workflow Using GAIA

Contract extraction is a major component of the broader contract management process, pivotal in maximizing the value derived from your contracts. GAIA, our AI-enabled legal operations platform, empowers both legal and business teams by accelerating the creation, execution, and management of contracts. This approach goes beyond solely focusing on individual sections of the contract lifecycle; it enhances the entire process, enabling your organization to operate more efficiently and effectively. By integrating advanced AI technologies, GAIA ensures that every phase of contract management is optimized, resulting in quicker turnaround times and reduced bottlenecks, ultimately driving better business outcomes.

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Learn more about how AI can help you as a legal professional in your daily work:

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