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. Fortunately, today, attorneys are able to manage documents, resources, and client files, in a much more streamlined and simple manner than the traditional paper files that have been used over the last 2,000 years. Here are a few perks of an electronic document management system that law offices should take advantage of.
- Streamlining Processes: Electronic Document Software (DMS) streamlines the process of document filing. Although any system is reliant upon employee’s compliance with document naming and filing protocol, DMS simplifies the process by providing folder and sub-folder templates that can be applied individually or en masse. DMS includes predefined or preset names for specific files, can automate retention, and provides for better protection of confidential information. DMS has centralized project management for everyone who needs to view files. This allows a law office to better manage and track legal documents.
- Lock Down Files: Through Role Based Security and encrypted files, Document Management Software does not allow for 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 need to know. This provides for confidential information lockdown.
Full Text Searching (OCR) and Speed Searching, Including Indexing: Full text searches through optical character recognition (OCR) allow for documents to be searched based on the content of the documents, while Speed Searching is an intuitive search that associates the various key terms to a document. These terms are indexed, called metadata, and allow for immediate searching. Law offices process thousands of legal documents a year, and full text search capabilities allow attorneys and legal aides to quickly pull the correct version of a document.
- Audit Trails: Audit trails record who has worked on a document and made edits or deletions. It includes a record of when the document was accessed, for how long, which user accessed the document, and what they changed in it. This is a must for attorney offices who deal with legal documents including affidavits, depositions, judgments, and more.
- Document Versioning: Document versioning tracks versions of documents such as depositions, court filings, and other legal forms as they are updated and edited. This allows for users to view the changes and edit without requiring the renaming and creation of a new document. It allows for paralegals and attorneys to view previous edits if needed and to work with those previous versions.
- Document Retention: Document retention will automate the archiving of documents to secondary storage drives for older documents on a pre-set schedule. This saves valuable space on the main server.
- Secure Portal: Secure 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.
Since 2001 eFileCabinet has been an innovator in document management software. eFileCabinet provides document management software for over 150,000 users and continues to innovate new tools and features that make document management simple and enhance business growth. As the recipient of multiple awards, eFileCabinet is committed to helping you to do more! For more information about eFileCabinet, please fill out the form on this page.