Document management and retention has always been an aggravating issue for law firms and businesses in general. It can be difficult to properly store, let alone keep track and find, all of your files among a vast sea of lengthy legal papers.
That’s where document management services (DMS) may be able to help.
DMS software controls and organizes documents for you. The software usually comes with many different features that can change the way you interact with your documents, including functions that make it easier to locate files, and that provide enhanced security, indexing and collaboration.
Below we’ve outlined some of the benefits of DMS, so you can determine whether it’s the right fit for your firm.
- Decrease Clutter and Go Paperless.
One of the most basic advantages of DMS is that it alleviates the amount of physical space documents usually take up in your office or in storage. Office space is valuable and implementing DMS can help you consolidate those daunting file cabinets.
- Get Organized.
Another great aspect of DMS is the orderliness it can instantly bring to your records. With the use of metadata, DMS gives each of your uploaded documents a date of record, title and description with no user input needed. It further automatically categorizes your documents into different identifiers and tags. Plus, your documents can be accessed anywhere users have credentials to log into the system. For larger firms with documents stored at different office locations, or even smaller firms with attorneys working remotely, this is a huge bonus.
- Better Collaboration.
With DMS, you’re also able to work concurrently with others on your staff on the same document at the same time and to see who previously edited content. You can track the changes made to prior versions and even restore them to their previous state.
- Enhanced Security.
Finally, and most importantly for your clients, the security that comes with DMS is typically more sophisticated than traditional filing methods. DMS employs an encryption process that lets you choose who’s able to view or reproduce your documents, while user logs inform you who has accessed each document.
These features are only a limited selection of what is available with DMS. If you want to find out more, here are a few well-known providers for law firms:
- MyCase: A leading law practice management system that also comes with a built-in document management system for smaller firms who may find it more cost effective than a stand-alone DMS. With this system, you’ll have the ability to access all your documents over the cloud, index and share them through encrypted online portals.
- Filevine: A document management system whose focus is on keeping your team connected with document management, case management and project management solutions, all based in the cloud. Filevine also offers cutting edge features such as fully customizable case files and text message integration that keeps both your clients and team members connected at every stage of a case.
- eFileCabinet: One of the most touted document management solutions on the market, eFileCabinet uses templates to recognize the types of documents you scan or upload, to automatically index and file the document with accuracy. This automated entry solution abates human error with document filing and expedites the process exponentially.
It may seem like a tall order and likely will require a significant investment of time, but streamlining your documents with a DMS can vastly improve your productivity and organization, allowing you to best serve your clients.
Any references herein to a specific commercial product, process, or service, or the use of any trade, firm, or organization name, or any linkages from this web site to the web site of another party, is for general or informational purposes only and does not constitute or imply the endorsement, recommendation, certification, or favoring of any kind by Counsel Financial, or any of its employees or agents acting on its behalf. Be sure to thoroughly research your options and check with your state and local bar ethics opinions before implementing any new systems.
