14 Oct 4 Key Elements of a Technology-Driven Document Management Strategy for Law Firms ￼
Today’s law firms are under constant pressure to do more with less. They are being asked to both increase their billable hours and operate more efficiently and effectively. To give themselves the advantage they will need to accomplish this challenge, many forward-leaning firms are turning to technology-driven document management strategies.
At a minimum, a comprehensive technology-driven document management system should not only store a firm’s documents, but should provide a comprehensive set of tools allowing lawyers and support staff to find, organize and manage the firm’s documents on-the-fly.
What sets a superior strategy execution apart from an ‘out-of-the-box’ solution, however, is the degree to which it creates a seamless process for the firm’s lawyers and support staff – offering a significant value-add to the day-to-day work of the firm without creating hurdles, roadblocks, and challenges along the way.
As a firm considers its options in developing a customized solution, designed for its specific needs, here is a short list the most important elements that a leadership team should insist be integrated into its strategy:
1. Automated Document Management
Automated document management entails using software to track and manage documents throughout their lifecycle, from creation to storage to destruction. By automating document management, firms can improve efficiency, compliance, and security. The best software solutions can automate tasks such as indexing and labeling documents, setting retention schedules, and routing documents for approval. In addition, by tracking documents electronically, firms can be sure that they are always using the most up-to-date versions.
2. Mobile Access To Documents
In the fast-paced world of law, having quick and easy access to important documents can be the difference between winning and losing a case. That’s why firms are turning to mobile document management solutions that allow attorneys and staff to access files from anywhere at any time. Using any mobile device, lawyers can quickly search for documents, make annotations, and share files with colleagues – all without being tied to a computer. In addition, mobile document management systems incorporate security features such as multi-factor authentication and encrypted file sharing, which helps to keep sensitive information safe.
3. Document Security
In an age when sensitive information can be accessed with the click of a button, it is essential that law firms take additional steps to protect their clients’ data. A technology-based document strategy brings built-in security considerations, inherently allowing for a system of role-based permissions, which restricts access to documents based on need. Another element of document security that is built into a technology-based solution is the ability to encrypt all documents containing confidential information. This ensures that even if a document falls into the wrong hands, the information it contains will remain safe. By taking these and other measures, law firms can ensure that their documents are secure, and their clients’ information is protected.
4. Integration With Other Systems
Not all technology-based document management systems are created equally, of course, and a law firm’s chosen solution system is only as good as its ability to integrate with the firm’s other systems. For instance, seamlessly connecting with email, calendaring, and billing software, makes it easy to share files, schedule meetings, and put in your hours all in one place. In today’s competitive legal market, firms that can offer this type of integration will have a significant advantage over their rivals.
Altourage and Law Firms
As a full-service MSP with a focus on serving ‘high trust’ sectors, Altourage regularly provides complete outsourced IT and Cybersecurity to law firms. At the core of our operating philosophy is the knowledge that not all firms have identical needs, and our first steps are always about immersing ourselves in the specific needs of a potential client so we can customize the project plan, making sure that specific functionalities and safe guards match the firm’s day-to-day usage plans. After years of building these kinds of solutions for firms of all sizes and practice areas, Altourage understands the challenges inherent to running a practice and can help you meet your goals in bringing better technology solutions to your firm.
Learn more about Altourage’s solutions for Law Firms: https://altourage.com/professional-services/