Choosing a Document Management System for Law Firms
When categorizing any document-intensive industry, you will probably meet with Law at the top of the list. In practical terms, the performance of the Law industry depends on how law firms manage the documents of cases that they are working on. This, therefore, necessitates the need for a document management system for both small and large law firms who are tasked with the management of a vast number of documents whose location might be scattered over a number of independent document repositories such as email strings, personal folders and ERP. It is, therefore, imperative that law firms adopt and utilize the management system that fits their needs. Some of these include:
Important features that document management systems for law firms should have
Management and storage
Higher productivity will be dependent on the type of document management system chosen. Apart from storing information, a sound document management system should help those working in the firm with ease of reach and track of files on a need-basis. Therefore, it is imperative that the system maintains a user-friendly system with a folder structure which can be used to substitute shared drives and emails.
In reference to clients, it is crucial for law firms to keep documents in the order of amendment. That is, the latest document should be the first in line. In the case of the loss of a modified document, the law firm can be guaranteed of a breakdown in their work. It is therefore critical that the document management system chosen has the ability to save different versions of the documents while showing the revisions and the time and person that did the alterations.
One of the critical things that lawyers should look when investing in a document management system is having the ability to retrieve documents on demand. That is, if a lawyer decides to focus on a particular case, materials and information of that case can be accessed with ease, therefore, prompting for better comprehension, concentration and quick completion of the case. Additionally, it is essential that the document management system store different file formats regarding a client, thereby making access easier.
Permission management and control
Documents and information regarding anything legal and Law are very vulnerable to unauthorised access, confidentiality issues and theft. It is, therefore, crucial that the document management system provides controls and safeguards regarding employee access to information. It is vital that the right people have the permission to approve, edit, amend and read documents stored in the system.
5. Automated Indexing
Indexing is the process of assigning documents with search terms for search and retrieval purposes. This process in searches is widely used today to lessen the time of the search. It uses a computer to scan a large volume of documents against a dictionary, rather than manual indexing which makes use of manpower due to manual typing.
Document management systems for law firms
With the growing number for document management systems, it is important for a law firm to pick one that fits their requirements.
Archive One is a document management solution that enables the tracking, management and organization of information and documents. It can be utilised by both small and large law firms and supports hybrid, on premise and cloud-based deployments. Some of the key features include remote access, different search criteria, permission management, and version control.
Utilizing this technology will ensure that much focus is kept on the cases than worry about access and travel with huge bulks of information. One should focus on the key services they require from the system and use the information to set up criteria to be used in choosing the system.
Archive One is a document management software designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With the help of our partners, we provide an end-to-end document management solution from scanning to document storage, at a highly competitive price.