Despite the need of document management,not all legal firms understand what is meant by this term. What is document management? What exactly is a document management system or DMS? What is legal document management? This post will provide information to reply to these questions and discuss the way it influences a legal practice.
What Is Document Storage?
To accurately define ‘document management’,an individual must first contrast it with basic document storage. Document storage is what the term says,an area to hold documentation – typically using folders. For example,a computer’s hard disk is a kind of document storage. Another example can be a shared server drive at the office,which is actually a shared method of document storage. Cloud-based document storage,including Google Drive and Dropbox,are as effective the difference is that they are saved in the cloud instead of inside an office server or perhaps your computer.
Document storage is the action of placing documents in the secure area for future retrieval either individually or with other individuals. Nothing transpires with the documents while stored,and users cannot change the documents beyond viewing or editing them when allowed access.
What Is Document Management?
Should you consider document storage to be a passive task,then document management can be described as a lively task. Document management is conducted utilizing a documented management system,which is most commonly referred to as DMS. Technological acronyms are becoming more popular day-to-day.
The document management system,or DMS,provides the user resources to control,organise making the documents more helpful for the legal firm. It is very important be aware that document management system provides different services to document storage,such as the following:
â ¢version management – allowing users to look at each version of your document,in addition to restore and compare past versions of documentation.
â ¢index and look – a high quality DMS indexes each document and email stored in the system thereby,making each of the documents searchable.
â ¢document have a look at and look in – allowing users to check different documents out thereby,keeping other individuals from making changes to the document.
â ¢automatic OCR – services available from high-quality document management systems including integration of any automatic OCR,which converts scanned things to text-enabled documents. This makes certain that all documents are indexed and searchable.
â ¢fax and scan integration – certain document management systems integrate directly using a company’s scanner and fax machine thereby,streamlining the workflow through scanned documents enter the DMS directly.
What Is Legal Document Management?
Legal document management refers to the use of a specialised DMS made specifically for legal firms. While a legitimate practice can implement general-purpose document management systems,these are typically produced for the masses instead of specially for legal firms. Therefore,the general-purpose DMS can miss legal-specific functionality. Certain functionality that is certainly specific to legal DMS includes the subsequent:
â ¢email management
â ¢document tagging
As can be seen,document management systems are highly good for manage the documents in the company. By using legal document management,you are able to improve the efficiecy of your legal business.
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