In the legal industry, document management has been around since Greek and Roman times when scrolls were stored in ancient libraries by topic. In Rome, lawyers looked to papyri, wax tablets, and inscriptions to review current law. Today, attorneys can manage documents, resources, and client files, in a much more streamlined and simple way than with traditional paper filing methods of the past. Document Management Systems are the way legal teams are handling all their paperwork to be more efficent. Here are just a few ways document management system are helping legal departments work faster than ever.
Document management systems streamline the process of document filing. Although any good filing system is reliant upon an employee’s ability to follow the set naming and filing protocols, Document management systems simplify this process for you. It does this by providing folder and sub-folder templates that can be applied individually or en masse. Document management systems also let you set predefined or preset names for specific files so you never have to guess what a file was named. Simply put, Document Management Systems allow law offices to better manage and track legal documents.
Lock Down Files
Through Role-Based Security and encrypted files, Document Management Software does not allow users to circumvent the system and gain unauthorized access to files. Further, through role-based security, users can view, retrieve, and access files based on the user’s credentials. Legal offices can rest assured knowing that their client’s highly confidential information is safe and secure.
Full Text Searching (OCR) and Speed Searching, Including Indexing
Full-text searches through optical character recognition (OCR) allow for files to be searched based on the content of the documents. OCR associates various key terms to a document that are then indexed and embedded as metadata. Using metadata allows for quick searching. Law offices process thousands of legal documents a year, and full-text search capabilities allow attorneys and legal aides to pull the correct version of a document quickly.
Audit trails record who has worked on a document and made edits or deletions. It includes a history of when the document was accessed, for how long, which user accessed the document, and what they changed in the file. Audit trails are a must for attorney offices who deal with legal documents including affidavits, depositions, judgments, and more.
Version Control tracks the history of documents such as depositions, court filings, and other legal forms once they are edited and updated. Version Control allows users to quickly view the changes and edits without having to create a new document. Now paralegals and attorneys can see previous edits if they need to go back and work on earlier versions.
Document retention uses automation to move or archive files from one location to another. It also automates the process of deleting files from the server for you. Just set how long you need the files for, then a Document management system will handle the rest. These automated steps help law offices stay compliant and save legal professionals the time of having to go in and move or delete files manually.
Secure sharing portals provide for safe transmission of legal documents between the courts, attorneys, clients, and other third-party participants. Email is not considered safe or secure. A secure portal provides a convenient, secure two-way path to share document and collaborate.
eFileCabinet Brings More Success To Legal Team Everywhere
Since 2001, eFileCabinet has been an innovator in document management software and has been helping legal professionals everywhere be more productive. By eliminating the time-consuming process of filing documents and searching through old filing cabinets, eFileCabinet helps legal teams focus on their clients and worry less about all the paperwork. More importantly, eFileCabinet gives peace of mind when dealing with confidential information with their award-winning web sharing portal. eFileCabinet will help your firm increase productivity and efficiency to lead to a significantly higher payoff of billable hours.