When it comes to law firms, they are sure to be overfilled with documents. With all the lawsuits filled every day, there are thousands of Excel spreadsheets and word documents. Many firms want to get a document management software but wonder when is the right time to consider a document management software.
Without a document management software, a firms document management system is a mess where firms organize their documents based on their clients, with subfolders, standard folders and some specific folders for a particular client as they didn’t fit in anywhere else.
Law firms are still working with this system as everybody is aware where to save documents.
Let me tell you when your old system can be replaced:
It’s summertime, your new associate or partner has arrived at the firm. Your new associate is not so comfortable with your current documentation system. With the new associate, you start getting new clients.
The documents of these clients are saved in the old ‘folder ‘documentation form. Eventually, you will start having a problem with the old system as there will be times when people will go on vacations or leave the firm.
During such times there will be some other lawyer helping you out with the case. It will be hard for the new lawyer to find the documents in any situation of urgency.
Sometimes the author of the documents may forget the title of the documents. These documents are saved in such places where no one can find them.
In case you misplace or lose them, most of your time will go in searching. Whoever may have created the document, every document should be easily accessible to all members of the firm. Therefore a law firm should consider having a document management software.
Document management systems will help you organize client documents and different types of documents like correspondence, pleadings, etc. Customize the documents as per your firms, practice area and culture.
With the document management software, your ability to search for documents is spectacular. So the first step to success would be an organized documentation system.
Word, Excel and Powerpoint documents are easy to search, but if you want to make your PDF search hassle-free, you should be saving it using an OCR (optical character recognition) process.
With OCR process even if you store any documents in an incorrect format or saved your clients name in a funky way you can easily find out the doc with other search criteria like the author, created date or any other text within the document.
There are different options available for a document management system. Cloud-based as well server based are two primary options. With most of the software, you need to consider the integration with another system or have management systems like TABS3, Amicus Attorney, PCLaw, etc.
For starters choose a document management system that integrates well with your systems. It doesn’t have to integrate with any other system, but it will be helpful if it can.
If you are looking for a document management systems here are a few options
Docupile is a cloud-based document management system using Amazon and Google for storage. It provides a secure IP based authentication with OTP functionality. Pay as much as you use with autopayment feature. Transfers old systems automatically with smart technology. Easy integration with third-party systems. Access your vault from anywhere and save securely in your vault. For more information check out Docupile
Worldox is a traditional server-based document management system. For more information check out Worlddox
Netdocuments is also a cloud-based management system using the software as a Service (SAAS) subscription model. For further information check out Netdocuments
It is a cloud-based document management system also providing e-signature and built-in data rooms. For further details check out their website Contractzen
Searching for essential documents in any situation can get frustrating. You lose necessary time which can be utilized for other critical work. Document management will undoubtedly increase your ROI. You will have happier staff, attorney and clients with easily accessible documents.