Document Management in the Legal Sector
Is your Law Firm facing increasing volumes of work in a more challenging business environment?
Digital transformation in the legal industry means digitising every aspect of the legal experience, including:
- Case management
- Service delivery
- Workflow
- Back office processes
- Team collaboration
- Client engagement
- Document management
Thinking and delivering strategic winners to improve collaboration, create cost savings and eliminate mundane tasks so staff can focus on core business are critical to the transformation of the industry.
The how-to is easier to think about once you start to break through the vast choice of technologies available and select tools such as document automation, Cloud IT, mobile, data analytics, and AI that can confidently meet challenging business objectives.
What document management solutions are available to law firms?
Document management solutions come in their hundreds, which presents a problem for law firms. Creating a mega tech stack is no more efficient than sticking with manual processes. Instead, you need a well-built tech stack that targets what you need.
Here’s what you should look for in today’s cutting-edge document management solutions:
- Document storage and organisation systems.
- Advanced search and retrieval workflows.
- Secure collaboration channels complete with access control.
- Solutions that are compliant with data security standards.
- Integration capabilities with existing legal software.
- Customisable workflows.
- Client portals for secure sharing.
You may also want to consider solutions that incorporate next-generation technologies into the mix. Examples include automation, artificial intelligence (AI) and predictive analytics. Some systems are even exploring the role of blockchain technology in creating tamper-proof records.
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Document management for law firms
Our document management solutions capture incoming information in various formats (hardcopy or electronic files) and integrate it into common business processes.
Incoming invoices, contracts or client documents are converted into a variety of formats (if necessary, searchable files) and automatically sent to the right workflow or archived. Regarding case documents, these solutions will save you time by enabling you to locate information in a matter of seconds via text or alphanumeric pattern search.
At Matrix247, we are here to support businesses with IT, software and growth through technology. We have years of experience supporting law firms with document management and more.
Legal document management with Matrix247
Our powerful tool which controls your firm’s scanning and printing volume will also help cut your costs. For example, you can monitor costs per department, user, or case and bill them accordingly. Furthermore, you can monitor the use of your printer fleet, e.g. by defining who is allowed to print in colour or stipulating that only efficient systems be used for big print jobs.
All these documents will be available on your mobile device and you can print them on any networked, multifunctional printer at any time – whichever office the machine is located in. Ultimately, our solutions will help automate the distribution of documents to other parties in a secure and compliant way, which will open up new paths in communications with colleagues, clients and courts.
We understand that no law firm operates the same, so we offer a consultative approach to determine which solutions are directly aligned with your business model. Our Legal Specialists are here to help you, if you’d like to arrange a call, fill in the contact form below.
Speak to our Legal Specialist today
Call our team and you’ll speak to someone who really understands our products, and how our solutions can be tailored to your firm’s needs.
A named and dedicated account manager will be allocated to you, and provide a consultative approach to help find the right solution for your law firm.
Call us on 0345 3620 247 or, alternatively fill in the form and we can call you back.
The challenges of document management in law firms
Storing and securing your legal data is crucial if you’re going to stay agile, productive and compliant. Handling sensitive data requires care in any business, but the nature of the legal trade means you must go the extra mile.
But what are the biggest obstacles solicitors face in mastering document management?
Transparency – Clients want complete transparency from the legal professionals they deal with. This is why creating and publishing a document management policy is essential to ensure documents can be shared and stored securely.
Contract Automation – Most law firms manage contracts manually, even when using digital contracts, which is highly inefficient. By implementing document automation tools, you can slash your law firm’s workload, enabling you to create custom contracts at the click of a button.
Data Capture – Accurate data capture is critical when implementing automation into your document management processes. Processes like intake, eDiscovery and court filings require solutions that do the job to a high standard. This is where customised digital tools come in to capture and store this data accurately and securely.
Security – You’re legally obligated to store all sensitive legal data securely. Failing to do so could result in massive penalties under an array of national and international data protection regulations. This means implementing security protocols that balance security compliance with agility.
Costs – Document management represents a tremendous strain on legal budgets everywhere. With so much data to manage, it’s easy to let these costs get out of control, especially if you’re also dealing with physical documents.
There’s a litany of problems the UK’s legal trade faces regarding document management. However, with so many digital solutions available, choosing the right tools can overcome most of them. The challenge is which tools to use, how to implement them and how to maintain them as part of a streamlined document management system.
What legal document management needs to include
Legal document management systems must accomplish a balance between different aspects, including accessibility, collaboration, efficiency and security. There’s little purpose in having a system that’s the most secure on the planet, but there are so many barriers that prevent you from doing your job.
So, what does a comprehensive document management system need to include:
- Audit Trails – Version control begins with audit trails. Every document change must be tracked and filed away to ensure you have a grip on the chain of custody. It’s a pillar of accountability and crucial to maintaining compliance.
- Security – Clients expect that their relationship with you is 100% confidential. Any system must offer security protocols that ensure sensitive data can only be accessed by a small number of necessary parties.
- Workflow Automation – Modern document management solutions enable collaboration between legal teams with real-time editing, shared digital workrooms and automation tools that enhance your efficiency.
- Compliance – Ultimately, the biggest hurdle faced by legal teams is compliance. Document management systems keep a hand permanently on the rudder by automating different aspects of your compliance responsibilities, such as automated archiving.
Escape the mindset that legal document management is a digital filing cabinet, because it’s so much more than that. It’s a system that manages the lifecycle of your documents whilst enabling you to achieve full compliance.
Legal document management compliance
Managing compliance means understanding what your responsibilities are. Unlike conventional businesses, law firms have extra requirements to contend with because of the sensitive nature of the documents in their records.
Compliance covers several bases, including data security, data privacy and documentation retention guidelines, among other things. Failure to comply means opening yourself to legal action, financial penalties and a blow to your reputation within the legal community. Any of these consequences cost your business dearly.
The problem is deciding how to achieve compliance, which is a book in itself. Generally, this is why it’s recommended that you don’t choose any old document management solution. Instead, selecting a platform geared towards the legal trade will also give you automated tools to ensure compliance with all digital documents.
However, the key to compliance is not just to leave it on autopilot. Assign an individual or a team whose responsibility is to check for compliance. Laws and regulations change constantly, meaning it’s critical to set aside time to check for ongoing compliance.
