How law firms can organize their document management strategies

Each day, lawyers have to sift through folders full of files for a variety of cases. Instead of building stacks of paper within the office, law firms could benefit from electronic enterprise document management software. This way, legal staff are able to go add notes to one part of a document and switch to another without making a mess.

"You open a new case, [update] whatever information you got from the client, and say, 'Go,'" Stephen Holmes, chief administrator at a Hawaii-based firm, told BizTech Magazine. "It really is an amazingly well-thought-out product."

There are other solutions that help streamline operations, like a shared file drive or email system, but these options are easily overwhelmed. Going through hundreds of emails at work quickly becomes inefficient and sharing folders back and forth can slow down the computer's overall performance.

Instead, having one central place to store and access files can be a part of the firm's network, capable of backing up documents and managing multiple accounts. Not only will the business reduce waste from printing many memos, contracts and briefs, but document hosting protects information from getting into the wrong hands.

It helps that these types of programs have a search engine within their framework, assisting coworkers from multiple departments to contribute to the case without having multiple meetings with one another.

"It's incredibly customizable in terms of what sets of data you want to look at," Jordon Kimura, a litigation associate, explained to BizTech.

Having a thorough, enterprise document management system makes it easier for assistants, associates and lawyers to be on the same page.


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