Legal Document Management

Understanding available legal document management solutions can help maximize your firm's effectiveness
By Jeanne Dininni, Writer, Editor, Blogger, Notary Public The legal process can be complex enough without the necessity of developing and maintaining your own legal file management system. Yet every law office requires an effective method for organizing the huge amount of paperwork it generates, and that's precisely why finding the right legal document management system is critical to the efficient functioning of your firm.
 

Here are some benefits your firm will receive by choosing the appropriate legal document management software or service:

1. Effective organization of all documents generated by your office.

2. Easy document retrieval and information access for case preparation or review.

3. Greater efficiency through automation of many legal file management processes often done manually.

4. Lowered operational costs and increased profits due to decreased employee work-hour requirements.

5. Increased attorney hourly profit rate due to decreased time requirements for research and case prep.

6. Remote access to legal documents while traveling or by off-site advisors or team attorneys.

Understand the principles of legal document management and the latest rules for storage and disposal

Numerous websites offer information about the fundamentals of legal document management and how they affect your firm. Others provide the latest developments and requirements for proper records management and disposal.
Try: Law.com provides information on various aspects of law document management and also offers downloads to help you with different aspects of your legal documentation management functions. DirectoryM provides information on document management software, with a special section on legal document management software. Amazon offers a line of informational products on legal document management solutions, and Washington Technology provides info on new developments in law office file management, storage and disposal.

Use comparison sites to learn about the various legal document management solutions available

Websites which compare the features of various legal document management systems give you the opportunity to compare the offerings of a number of different vendors. This can help you decide whether purchasing your own legal document management software or using an online legal document management service would better suit your firm.
Try: Capterra provides comprehensive information about many legal document management offerings, includes links to vendor websites and demos and lets you request info from multiple vendors from one convenient location. Law Technology News also offers helpful information about a number of different legal file management products and services.

Determine whether self-installed legal document management software is best for your firm

Vendors of law document management software offer a great deal of information on the features and benefits of their products, as well as how to best integrate them into your current IT setup. Take full advantage of this detailed information, as well as any consultation services, demos or free trials offered, which can help you decide which solution type best suits your firm.
Try: A few software vendors which offer particularly detailed information about their law office file management suites, along with various other helpful services are SearchExpress, DocFinity and Ademero.

Consider online legal document management to simplify the process

Web-based document management for legal professionals eliminates your need to install, maintain and update software, which can save your firm even more time and money. Storing your data online also makes it more easily accessible to remotely located legal team members or advisors. Investigate this SaaS (Software as a Service) option thoroughly before deciding which legal document management system to adopt.
Try: KnowledgeTree offers online legal document management, along with comprehensive information on the subject. Other vendors offering SaaS solutions and info are IKON, Interwoven, Xerox DocuShare and  DOAR Litigation Consulting.

Be sure to check websites that offer comparative price quotes before making your final decision

Some websites let you compare price quotes from different vendors to facilitate a more knowledgeable decision about which legal document management solution would best fit your needs and budget.
Try: Resource Nation offers free document management solution price quotes based both on the type of solution needed and the number of users who will require access to your documents.

• Take advantage of consulting services offered by various legal document management vendors, which can help you make a smoother transition from your present legal document management system. Consulting can also help you more effectively integrate your new software or service with the other software programs currently in use by your firm, thereby improving the efficiency of your overall office routine.