We are finally letting the cat out of the bag and could not be more excited. After working with the cloud-based legal practice management service, Clio, for several years, our partnership is now official.
Clio offers an extensive platform that includes advanced practice management, precise time tracking, efficient billing features, and secure client communication. In the intricate world of law, where attention to detail is paramount, Clio equips legal professionals with a comprehensive toolkit to boost productivity, simplify intricate workflows, and maintain the utmost data security and compliance.
As an accounting firm that values clear organized paper trails to complement our financial work, we find cloud technology to be indispensable. Paperwork and keeping track of documents go hand in hand, and we really can’t emphasize enough how important it is to manage your documents effectively.
Let us take you through the challenges and features of legal document management and help you pick the right Document Management Software to save you both time and money.
1: Challenges in Legal Document Management
Relying on manually processed paperwork is a brave decision but certainly not the most efficient one. An electronic document management system can assist with:
- Disbursed storage which leads to lost files.
- The threat of data leaks.
- Time and resources wasted on potentially automated offerings.
- The exorbitant costs and space needed to manage physical paper files and court documents.
2: Benefits of Document Management Software
Using document management software is like having the “busy work” taken care of so you can focus on being more productive and profitable. Using the software will allow you to:
- Meet deadlines easier as workflow is automated
- Have greater access to your clients’ files, with instant search capabilities.
- Facilitate file access from virtually any location
3: Key Features in Document Management Software
Legal document management software offers a range of essential features to streamline your workflow and address the unique challenges of the legal field. These features include:
- Document storage – You need storage that ensures your confidential files are secured and that follows your firm’s storage architecture so there is no need to start from scratch or fear data leaks.
- Automation – Legal offices need automated scanning and indexing solutions to keep up with the large volumes of paper documents.
- Automatic document generation – This feature will save a firm time spent typing up new documents or editing templates manually.
- Software integration – You need a system that can seamlessly integrate with the applications you already use.
- Easy organization – The ideal software should present you with easy, organized containers for your clients and cases.
- Native PDF – With the prevalence of using PDFs for legal correspondence, you should be able to convert documents to and from PDF at the click of a button.
- Unlimited storage – With the high volume of documents firms should not run the risk of running out of space.
- Secure document sharing – Firms need to be able to share with confidence, this means setting the appropriate user permissions, and password protections.
4: How to Choose the Right Document Management Software
When selecting the best software for your firm the first port of call is to consider your law firm’s business needs and priorities. While there are some basic elements all Document Management Software has in common, different vendors have their own offerings. It is important to make sure that the vendor you decide to use offers integrations which are compatible with your current system, such as Google Drive or Microsoft Teams.
Security cannot be an afterthought especially when considering confidential client information. Make sure the vendor you choose can answer questions like; Which encryption methods do you use? Where are the servers used to store data located? How often is data backed up?
5: Document Management Best Practices
Legal documents are the foundation of a law firm, from correspondence to contracts there is a lot to keep track of. A law firm that’s filing system lacks structure can benefit greatly from going digital. But once you decide to “go digital” how can you ensure that you are getting the most out of your system?
Incorporating new technology into your business comes with a learning curve, so having readily available support is a must. It is also important to familiarize yourself with the chosen system and get basic training. When it comes to security be sure to choose a service with a dedicated security team which continually monitors for vulnerabilities.
Because documentation is a key part of the legal industry, document management is paramount. It’s important to make sure you have your documents centralized, that you avoid data leaks and that you do not waste time on tasks which could be automated.
Document management software can assist law firms in streamlining workflow and meeting deadlines. It gives easier access to client files and facilitates access from virtually any location. There is also the added benefit of security systems and encryption.
Although incorporating new technology into an existing system can be daunting, with the right support and training the benefits greatly exceed the costs.
