The 12-Criteria Legal KM Scorecard

How to use this scorecard

Weight each criterion 1 to 3 based on how much it matters to your firm.
Ask every vendor the same question, listed under each criterion.
Score each answer 1 to 5, then multiply by the weight and total the columns.
Shortlist the top two or three, demo with your own content, and pilot before you commit.

Scoring key

5Excellent, proven fit

4Strong, minor gaps

3Adequate, workarounds

2Weak, significant gaps

1Does not meet the need

#	Criterion & question to ask each vendor	Weight (1–3)	Vendor A	Vendor B	Vendor C
1	Search that fits how legal teams actually workHow does search work across our different content types, and can we create separate branded search portals?
2	A controlled vocabulary and taxonomy built for lawCan we use our own legal taxonomy, and how are terms kept consistent across practice groups?
3	Support for recognised metadata and cataloguing standardsWhich metadata standards do you support, and how easily can we export our data if we ever leave?
4	The range of knowledge it can actually holdCan a single system hold our precedents, research, and physical library, or would we need several tools?
5	Security and access control that matches your firm's modelHow is access controlled, and how granular can permissions be across teams, portals, and content types?
6	Integration with the systems you already runExactly how do you integrate with our document management system, and what does that look like day to day?
7	Deployment that fits your IT and risk postureDo you offer both cloud and on-premise, and where would our data be stored?
8	Configurability without heavy custom developmentHow much can we configure ourselves, and what needs vendor development?
9	Findability and adoption for everyday usersWhat does the everyday user experience look like, and how much training is typically needed?
10	Governance, retention, and the records overlapHow does the system fit alongside our records management and information governance processes?
11	Reporting and usage insightWhat reporting do we get on search activity and content gaps?
12	Vendor fit: support, migration, and track recordWho supports us during and after rollout, and how will you migrate our existing content?
Weighted total (score × weight)

From scores to a decision: a simple shortlisting process

1 Weight, then score

Not every criterion matters equally to your firm. Set weights first, then score every vendor against the same 12 questions.

2 Shortlist two or three

Rank by weighted total, but read the low scores too. A single 1 on a must-have criterion can outweigh a strong total.

3 Demo with your content

Ask each shortlisted vendor to demonstrate with your own precedents and taxonomy, not their polished sample data.

4 Pilot before committing

Run a small pilot with one practice group. Prove value, learn the gaps, and scale from evidence rather than promises.

Vendor A: notes, red flags, follow-ups

Vendor B: notes, red flags, follow-ups

Vendor C: notes, red flags, follow-ups

See how Soutron handles these 12 criteria for your firm. Let us earn your trust.

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