Managing a successful legal practice isn’t possible without efficient file management. Misplaced correspondence or Improperly-labeled documents and pleadings can lead to case delays and smother your lawsuit processes.
Here are eight tips for managing your law firm’s files more efficiently.
1. Avoid Paper File Buildup
Under the stress of the daily grind, it’s trouble-free to let printed files build up.
A desk piled with papers can give the impression of a busy legal representative. However, such a disorder doesn’t replicate good business. Therefore, law firms need to ensure they are regularly destroying unnecessary or old documents.
This keeps confusion to a minimum. It also helps protect client information from and being stolen and lying around.
2. Organize and Sort Your Files
While eliminating helps you de-clutter, sorting is the initial step in streamlining your firm’s file management processes. Sorting and organizing files involve:
- retention scheduling
Keep in mind; these are time-consuming processes.
But also, on the other hand, records and information management expert can take the stress out of them by:
- organizing your files
- identifying workflow bottlenecks
- creating a retention schedule database
With professional help, your firm can have a full file management solution implemented within a spur of time it would take to do it yourself.
3. Document Scanning
Law firms have been paper-dependent organizations to keep files together.
But in the 21st century, almost everyone are streamlining their file management costs through document scanning.
By switching your files to a digital format, your case files and an active client can be shared economically and efficiently.
A document scanning check makes digitizing your files easy. Document imaging technicians switch your hard copies to a digital format.
The best part of it is the Optical Character Recognition (OCR) attribute being used during the scanning process, as it allows each file to be searched by author, client, date created, or phrases and words within the document.
4. Offsite Records Storage
Protecting client privacy goes hand-in-hand with a well-organized file management strategy.
Besides improving the expense of managing your files on-site, a records storage service avoids unauthorized access to them.
5. Automatic Document Generation
Another time-waster is manual document generation. Every practice, no matter how diverse, has its share of routine docs, probably more than half of all the legal documents you collect follow a standard template.
But by far, the quickest way to create a new document is using automatic document generation through your case management system. Wherein with one click, you create a new document, with all important and relevant information pulled directly from your case files.
6. Cloud Storage
As law becomes more shared, the cloud takes center-stage. It permits legal professionals to work together from across continents. It gives each legal team member the capability to access records from any device, anywhere.
Moreover, even doubtful attorneys turn to the cloud when they discover their document is too big to just email.
Cloud technology offers the backbone to a whole host of other productivity tools.
Yes, cling on to the cloud. But make sure that any platform you use is serious about verification, encryption, secure document uploads and downloads, and other security measures essential to protect your client.
7. Easy Edits
Sometimes you have to twist and change and endlessly rework a document. As annoying as that procedure may be, the real problem comes after each alteration.
- Or will you misfile it?
- Will you orderly store your new version?
- Or keep it on your personal device, and make your staff, colleagues, or future self-search fruitlessly for it?
It’s best if the program eliminates human error from the equation, and does the work for you.
It minimizes you from the work of downloading and uploading, your changed document and securely archives the new version right where it belongs.
8. Law Firm Document Management Consultants
Financial records, Closed client files, and vital business documents are transferred and barcoded to a records center for secure storage. Then an online document inventory system lets you view and arranges your records whenever you need them to. When you request a command, your files are either hand-delivered to your firm or sent electronically with a Scan on Demand solution.
Follow the tips we have suggested above, and your law firm will be resourcefully managing files in no time!
To receive more of such content about managing documents and much more, keep reading Docupile or connect with our agile team of the management systems.