Helpful Information For Legal Document Management

Helpful Information For Legal Document Management

Despite the necessity of document management,not every legal firm understands what is meant by this term. Exactly what is document management? What exactly is a document management system or DMS? Exactly what is legal document management? This information will provide information to answer these questions and discuss the way it affects a legal practice.

What Is Document Storage?

To accurately define ‘document management’,someone must first contrast it with simple document storage. Document storage is exactly what the expression says,a spot to store documentation – typically using folders. For example,a computer’s hard drive is a form of document storage. Another example can be a shared server drive at your workplace,that is a shared kind of document storage. Cloud-based document storage,including Google Drive and Dropbox,are as effective the difference is that they are kept in the cloud rather than in an office server or maybe your personal computer.

Document storage is the act of placing documents within a secure area for future retrieval either individually or with others. Nothing occurs to the documents while stored,and users cannot alter the documents beyond viewing or editing them when allowed access.

What Is Document Management?

In the event you consider document storage to be a passive task,then document management can be described as an energetic task. Document management is conducted using a documented management system,which happens to be most commonly referred to as DMS. Technological acronyms are gaining popularity day by day.

The document management system,or DMS,offers the user resources to deal with,organise and make the documents more useful for the legal firm. You should keep in mind that document management system provides different services to document storage,including the following:

• version management – allowing users to see each version of the document,and also restore and compare past versions of all the documentation.

• index and search – a good DMS indexes each document and email stored inside the system thereby,making each of the documents searchable.

• document check out and view in – allowing users to check different documents out thereby,keeping other individuals from making changes on the document.

• automatic OCR – a service provided by high-quality document management systems including integration of an automatic OCR,which converts scanned items to text-enabled documents. This makes certain that all documents are indexed and searchable.

• fax and scan integration – certain document management systems integrate directly using a company’s scanner and fax machine thereby,streamlining the workflow by getting scanned documents enter into the DMS directly.

What Is Legal Document Management?

Legal document management identifies utilizing a specialised DMS made specifically for legal firms. While a legitimate practice can implement general-purpose document management systems,these are generally produced for the masses rather than specifically for legal firms. Consequently,the typical-purpose DMS can miss legal-specific functionality. Certain functionality which is specific to legal DMS includes the next:

• email management

• matter-centricity

• document tagging

Final Words

As can be seen,document management systems are highly good for manage the documents within a company. By using legal document management,it is possible to improve the efficiency of your legal business.

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