Aren’t you tired of coming back to the workspace and finding stacks of discovery requests, invoices, case files, etc just lying around? Or spending hours going through physical documents, emails, scans, printouts, etc only to find a single document? These aren’t ideal ways of managing documents.
The best way to manage legal documents, or any documents for that matter, is to digitize & upload them to a document management system (DMS). Why? Because a document management system gives you instant access to all your information.
You might say, why does a small legal firm need a document management system? But the truth is small legal firms & individually-owned legal practices are the ones that need DMS the most.
Here are a few reasons why document management software is required by small legal firms.
Reduces documentation costs & time
As a small legal firm, one of your main concerns is maintaining liquidity & cutting down on unnecessary work. Paper & paper-based processes account for more than 20 percent of a small legal firm’s monthly expenditure & take up the maximum number of hours.
Document management software switches all your physical document processes online, eliminating all additional paper-based costs. It also allows you to automate repetitive processes like document imports, data extraction, document transfers, etc thereby reducing document handling time.
Doesn’t take up office space
Small legal firms don’t have the luxury of a 50th-floor office with a view of the Manhattan skyline. Sometimes they even have to fit two people in the place of one. Another very important reason to switch to document management software is that it ‘literally’ requires zero space.
Most document management software has the option of both on-premise and cloud storage options, which allow you to store & access your documents with ease. Some more benefits of small business document management system like SOHODOX are that they are a lot cheaper, secure & easily scalable.
Provides 24*7 access to documents
Document management system allows you to securely access documents from anywhere & at any time, using your computers or smartphones. This means you no longer need to call the paralegal to find documents or miss out on critical information in any case.
Document management software also provides additional organizational features like document linking which allows you to link all related documents together.
Protects sensitive case & client information
It is important to protect case & client information. If details of your legal argument or confidential information are leaked or hacked, they can sway the results of the case.
Most document management software provides the option of private folders. Private folders are just like regular folders, except documents stored in private folders can only be accessed by users with prior authorization.
Reduces errors & improves productivity
Some of the most error-prone legal processes are discovery management & data collection, both of which can result in delays & increased costs.
Document management software allows you to automate & streamline all the error-prone & repetitive document processes, building productivity & efficiency across the team.
Better for the clients
Do you think your clients prefer sharing documents digitally or traveling to your office whenever you need another document? Ask any client and they will prefer the first option.
Document management software makes it easy for clients to access & share information. Documents shared via email can be captured & uploaded to the system with a single click, and securely accessed by the required legal team.