What’s your Maturity Score? Digital Conveyancing Maturity Questions "(Required)" indicates required fields 12345678 OK, let’s get you started… please answer these questions as honestly and accurately as you can. If you can’t find the perfect answer, don’t worry, just go with whatever you feel most closely represents the way you do things. There are seven sections and at the end of the survey we’ll ask you for you and your firm’s details, but rest assured we will not share your individual data with anyone other than you. Good luck…1. General InfoHow many people work at your firm in total including any consultant solicitors/conveyancers?(Required) 1-25 26-75 76-199 200+ How many locations does your firm have?(Required) 0-1 offices 2-5 offices 6-9 offices 10+ offices How would you describe the focus of your company’s operations?(Required) Local Regional National International Company affiliations: Please select all of the following that applies to your company.(Required) Law Society Member CLC Member Conveyancing Association Member Bold Legal Group Member LawNet Member CQS Accredited SLC Member Select all that applyApproximately what percentage of your company’s business is conveyancing?(Required) 0-25% 26% - 50% 51% - 75% 76%+ Does your firm build its own technology solutions?(Required) No Yes Have you completed the Digital Conveyancing Maturity Index before?(Required) Yes No If yes, The report was useful/insightful The report instigated discussions about using technology more We have invested in more technology based on the results/insights We have changed our business based on the results/insights We have become more efficient thanks to what we learnt None of the above 2. Client OnboardingSelect the option that best describes the way you complete each taskHow does your firm complete checks to verify a client's identity?(Required) Mostly in person Mostly via video call Use a 3rd party solution using a mobile phone or webcam Use a 3rd party solution including a mobile app that is in line with HMLR digital ID Standard As above built into our own branded Apps and websites How do you verify your clients' Source of Funds?(Required) Bank statements sent by post or email Via a secure client onboarding solution which provides a summary of a clients’ accounts via open banking As above, with ability to upload evidence of Source of Funds and Wealth As above, with additional advanced analytics What is your process for client onboarding questionnaires?(Required) Forms sent out via post or email Digital forms completed on mobile or web Via a secure client onboarding solution with document uploads As above, plus documents returned into your CMS As above, plus client data directly populating the CMS How do you complete TA property information forms?(Required) Forms sent and received via post or email Digital forms completed on mobile or web Via a secure client onboarding solution with document uploads As above, plus documents returned into your CMS As above, plus client data directly populating the CMS During onboarding, how are you communicating with your clients?(Required) Mostly by phone or post Mostly by phone or email Using a secure client onboarding solution Using a secure client onboarding solution integrated with your CMS How do you manage client payments on account?(Required) Arrange payment via phone call or post Provide clients with a website link just for payment Provide clients with a secure app or portal As above, integrated into CMS How do you conduct your anti-money laundering checks?(Required) Verify a client’s identity and don’t carry out further checks Conduct our own checks against online databases (Peps / Sanctions / adverse media) Use a 3rd party solution to digitally verify ID and screen 3rd party solution with automated monitoring and alerts As above, integrated into CMS As above, with reporting capability to extract data needed to monitor compliance CMRA: How do you assess the risk of acting in your matters?(Required) Make file notes manually on matters Use a firm-wide template Use an internal reminder system Use an integrated risk assessment process linked to your onboarding solution As above, integrated with CMS How do you verify recipients account details before the transfer of funds?(Required) Manual checks to verify details, such as a phone call Online searches to research and confirm conveyancers' contact details Use a secure client onboarding solution to verify individuals' account details Use a secure client onboarding solution to verify other Solicitors' account details As above, with proof of verification returned to our CMS Select all that apply 3. Pre-completionHow do you share documents with the other party's conveyancer?(Required) Collate physical files and send via post Collate the electronic files by email Collate the electronic files and send via downloadable web link Using a digital solution that sends and receives documents and saves them to my CMS How do you create and manage contract packs?(Required) No digital management of contract packs Automatic population of licence forms Validation of data against associated documents Automated attachment of relevant documents Automated sharing via email or secure portal How do you raise enquiries?(Required) Written from scratch for each matter, sent via post or email Via email using firm-wide templates and precedents Via a third-party platform that generates suggested enquiries How do you manage enquiries on a property?(Required) Post or email-based communications Email with case management integration to track outstanding enquiries Via a third-party workspace with automated reminders and case management integration Via a shared workspace that links both sides of the transaction How do you prepare your Report On Title?(Required) Manually create a report for each matter Internally built library of templates for various property types 3rd party solution with content populated from predefined questions 3rd party solution with dynamic content populated from Land Registry 3rd party solution with dynamic content populated from Land Registry and other external data sources How do you ensure that the most up to date regulatory information is included in your Report On Title?(Required) Notifications from regulators sent to individuals who manually update their templates Notifications from regulators collated centrally and firm-wide templates are manually updated Use software solution that automatically updates content into all relevant reporting templates Use software solution that automatically updates the content used to create reports dynamically What is your process for managing and updating Lender requirements?(Required) Check requirements online and save a record to the matter Use a 3rd party to check requirements and provide a digital audit trail As above, with automated monitoring/alerts for any changes to lender requirements How do you interact with Lender Panels e.g. Lender Exchange, LMS, or Smoove?(Required) We don't use Lender Panels Log into their platforms to upload documents and updates Use a third-party provider Which of the following do you use the third-party provider for?(Required) Managing lender notifications and authority to proceed Sending and receiving updates Sending and receiving mortgage offers Sending certificates of title and coordinating mortgage advance payments Documents returned directly to CMS Select all that applyHow do you monitor and manage key activities, dates, and deadlines?(Required) Capture and update information manually and individually Use a shared spreadsheet or online calendar to record statuses and deadlines Use third-party task management software to record statuses and monitor deadlines Use a pre-populated digital dashboard with automated updates integrated with your conveyancing provider or CMS How do you check for transactional risks within pre-completion documents?(Required) Read everything manually Manual double-checking process by internal team member 3rd party solution reviews relevant documentation and flags risk As above, integrated with CMS 4. Post-completionHow do you submit SDLT forms?(Required) By post Directly to the HMRC portal Using a 3rd party specialist provider Using a 3rd party specialist provider integrated to my CMS How do you ensure the accuracy of your SDLT submissions?(Required) Manual human review before submission Client onboarding data automatically populating SDLT forms Software validations built into the submission process Complex matters automatically escalated to a senior conveyancer or tax advisor Select all that applyHow do you submit AP1 forms?(Required) Completing an online form in the HMLR portal Using a 3rd party specialist provider Using a 3rd party specialist provider integrated with my CMS How do you ensure that the data you submit to HMLR is accurate?(Required) Use a manual checklist to review against the file Validations built into a 3rd party software provider's system As above, plus ability to import or compare data directly from associated applications (e.g. Transfers, Charges, Leases) How do you monitor and manage HMLR requisitions?(Required) Receive emails from HMLR, track manually (e.g. diary reminders and whiteboard), and respond via HMLR portal Using HMLR dashboard Using a dashboard via 3rd party specialist provider As above, with automated monitoring and alerts As above, integrated into my CMS As above, with automated cross-referencing of SDLT filings and priority searches 5. New Business & Client CommsHow do you provide pricing information to prospective clients?(Required) By phone or email Website features a price list We have an interactive fee calculator online We have a personalised quote builder and lead management system How do you manage inbound enquiries and leads?(Required) Via telephone or email Using an online form, with data then managed manually Using online forms and a CRM system with automated reminders Using specialist lead management software with reporting, tracking, and reminder functionality built-in As above, integrated into CMS How do you update clients on the progress of a matter?(Required) Mostly by phone or post Mostly by phone or email We send automated emails or texts based on predefined milestones We have an online portal or app that automatically updates clients on the progress of their matter As above, integrated into CMS 6. Integrations, IT, and everything elseAre you using Case Management Software (CMS) to manage conveyancing matters?(Required) We don’t use a CMS We have a CMS with office based access only We have a CMS with home & office based access Which of these activities are you able to do within your CMS?(Required) Matter data populated into third-party ordering platforms Search results returned back into the CMS Upload plan directly from CMS to search provider Documents received during client onboarding populated into the matter Third-party disbursements posted to the client ledger Submitting post-completion forms AI legal assistant Create and manage digital workflows We don't use a CMS Select all that applyWhat type of e-signatures does your firm offer?(Required) Standard e-signatures Witnessed e-signatures Qualified electronic signatures (QES) We don't offer e-signatures What do you offer e-signatures for?(Required) Client care letters and/or terms of business TA forms Contract of Sale Reports on Title approval Drafted Stamp Duty forms Land Registry Deeds Mortgage Deeds We don't offer e-signatures Select all that applyHow does your firm keep records of conveyancing matters?(Required) Physical files A mixture of physical and digital files but no single digital record We have a complete digital record stored on-site We have a complete digital record stored in the cloud As above, and the ability to extract this data easily for management tasks e.g., running reports or preparing for PI renewals. Which of the following are you able to complete using data from digital systems?(Required) Ongoing, matter specific, compliance alerts to be notified when a transaction is not following the correct process. Management oversight information to view high level transaction information Data to provide for Professional Indemnity Insurance proposals Team Performance and Analytics File Reviews CQS, SRA, CLC or similar Audits Select all that apply 7. AI Usage and GovernanceWhat AI are you using?(Required) Open, generic AI (e.g. ChatGPT, Claude) Closed, enterprise systems (e.g. Microsoft Copilot) Legal-specific AI assistance (e.g. Lexa, Harvey) Legal AI assistant embedded in CMS AI embedded in third-party products We do not currently use AI Where, if at all, do you currently use AI in conveyancing?(Required) Contract / Document drafting Contract / Document analysis Creating and/or managing enquiries Creating and/or managing client reports Triage and matter allocation Assessing matter risk factors Client communication (e.g. updates, FAQs) Analysing business performance Other (please specify) We do not currently use AI Is AI use covered by a firm policy (approved tools, data handling, supervision)?(Required) No policy Informal guidance only Formal policy with training and oversight How consistently is AI used across the team?(Required) Individuals experimenting Rolled out by team Standard practice embedded into workflows Do you have a dedicated role or process for identifying and adopting new technologies?(Required) Yes No Submission FormWe're currently in the data gathering phase of this year's index. Once submissions close, we'll get to crunching the numbers and your personalised report will be sent to you in October. We will only use the details you've entered below to send your report to your email. Your responses will remain anonymous.Name(Required) First Last Company Email(Required) Company Name(Required)Data protection(Required) Please tick if you consent to InfoTrack Limited holding your personal data for the purpose of receiving the survey results.Marketing Please tick if you would like to opt-in to hear more from InfoTrack Limited regarding conveyancing industry events, webinars, and other services and products that may be relevant to you. You will be able to opt out at any time.By pressing "Submit", I have read and accepted the Terms and Conditions and Privacy Policy. In partnership with
