Many law firms have come around on the idea of using document management systems, but for those that haven't adopted yet, there may be more to the process than they realize. Proper legal document management isn't just about bulk scanning old files and creating workflows, but also having a comprehensive plan for how every aspect of the adoption is going to go.
The more law practices can do to put together a document management plan in which everyone in the office plays a role and knows exactly what that role is, the better off they will be when it comes to ensuring everything goes smoothly, according to the Corporate Legal Operations Consortium. While most in the industry, at this point, recognize the efficacy and ease of using document management systems on an ongoing basis, they may not always understand how to make sure implementation goes smoothly.
What it takes
There are many considerations that go into a proper document management process – including everything from backfile scanning and setting up access permissions – that law firms need to get right, straight out of the box, CLOC advised. In addition, giving users the power to remotely scan files on an as-needed basis often goes a long way toward ensuring nothing slips through the cracks.
Another big benefit
At the same time, a good document management platform also brings another key component law firms need: security. The New York Law Journal noted that legal documents contain lots of sensitive information which cannot fall into the wrong hands, and implementing a proper plan for how to store those files both physically and digitally will help ensure clients' sensitive material remains protected.
When law firms' decision-makers can take a holistic look at their needs in this realm, it will help them make the best possible decisions for investment both initially and over the long term.