If you work for a law firm, then the need for a systematic document management system cannot be stressed enough. Law offices require truckloads of paperwork to be stored and managed in a way that makes future access easy. Even if you are currently using electronic documents, some problems do arise with digital data storage. Many companies are still facing challenges while they are getting accustomed to it.
In this blog post, we will discuss how you can use document management software to create a robust digital data storage system at your law firm that keeps the documents secure, but at the same time makes them easily accessible.
First, good document management software must have built-in scanning and other data capture features for converting paper documents to an electronic format (such as a PDF) in the blink of an eye. This ensures that all documents you create or receive in paper are ready for electronic storage as soon as they enter the firm.
Secondly, document management software enables you to index the stored data as clearly as you want. You can use metadata to store each file, which relieves you of remembering the exact title or contents of the document in case you want to retrieve it in the future.
If you are not already accustomed to it, introducing a document management system into your law firm can seem daunting. However, you can make it less complicated by dividing the types of documents into smaller, more specific blocks. For instance, you can divide the documents into categories. So, as an example, one group of documents will only contain all matters pertaining to new clients from the day you implemented document management software. By doing so, your co-workers will have time to adjust to the new way of indexing and filing documents.
This brings up an important issue, i.e. how to make workers comfortable introducing document management software into the firm? The best approach is to hold a brainstorming session with everyone in your office who is directly responsible for document management, where you discuss how your office currently uses and manages its electronic documents. Then you can illustrate how document management software can enhance these tasks. Once you have the employees full confidence, document management software implementation becomes easier.