Current Setup
Attorneys are required to save documents to the server in the appropriate folder. There is no easy way to search documents across folders or look for specific content. Virtually all documents stored in the matter directory are available for reading, editing, or deletion by anyone in the firm.
DMS Concerns
There are many reasons why the firm had continued to use this method rather than investing in a commercial DMS. Cost is one factor, not only the cost of buying the software and maintenance, as well as hardware, but because a DMS would likely require more IT staff to manage the database and software. There are also the related headaches for users since DMS can make it more complicated to save documents. Also, most major DMS systems work only with MS Word and not so much with WordPerfect. Even those that claim WordPerfect compatibility, tend to treat WordPerfect users as the poor stepchild, not giving them proper support.
DMS Benefits
That said, there are a great many organizational and security benefits to a DMS. DMS software has improved markedly in recent years. It is becoming much easier to use than in the past. More importantly, many of our clients are demanding more information about security and control of their documents While our system takes reasonable precautions to protect client data, clients are more comfortable hearing that a firm has a commercial system with well known security certifications that they can verify. A DMS not only protects the firm from outside intruders, but can also alert the firm to questionable access or copying of documents from attorneys and staff. More and more, clients want to see this level of protection.
A DMS also protects from mistakes. Users often unintentionally delete, overwrite, or move a document, or whole folder of documents. A DMS would prevent this sort of mistake, or at least make it much more difficult to do.
A DMS makes it easier to find documents as well. While I'm sure everyone is well acquainted with the firm's system of client and data folders, there is no fast and easy way to run a search for a document This is a specialty of DMS, and something that could prove to be a great time saver.
If we do get a DMS, it will also probably run from a single source, meaning there would no longer be separate servers in each office. If you are working on a case from another office, it would be just as easy to access as all your other cases.
Another feature that we currently lack is the ability to share files with someone outside the office. For security reasons the only way that we give access to outside users is through a VPN connection. We do not have the ability to provide access to a limited number of files. Therefore, an outside user either has access to the entire matter directory or nothing at all. That means that for anyone other than firm attorneys, no one has access to our files from outside the firm. Most modern DMS system would allow the firm to set up an extranet, so that select outsiders could access select files for audits, sharing with co-council, or other purposes.
Most modern DMS also have a mobility component, meaning you can access your documents from anywhere, without being bothered with VPN. There would still be a sign in, of course, to protect the records. Many DMS also have iPhone and Android apps that give easy access on your mobile devices, as well as your laptop.
DMS Under Consideration
I have, from time to time given consideration to adopting a DMS for many years. For the last couple of years, I have grown increasingly convinced that the firm is going to need to adopt some sort of DMS in the very near future, if only to comply with client demands. I have been researching and testing a variety of solutions. I'm happy to have a discussion with anyone interested in the merits and shortcomings of various systems on the market today, but in the interests of preventing this post from going on too long, I'll skip right to my final conclusion.
NetDocuments
I really like a solution called NetDocuments. This is a cloud based DMS that would be accessible through your browser or mobile app. It can also be configured to work directly through MS Office (we are probably going to want to phase out WordPerfect entirely before we implement anything).
Though NetDocument has been around for many years, it has become a favorite with both large and small firm in recent years, becoming the preferred DMS in the legal community. It's security, mobility, and ease of use, make it an ideal solution for the modern law firm. Though it is not cheap, as a cloud solution, there would be no large initial investment, only the cost of converting our data, and the ongoing monthly use charges.
If you would like to learn more about NetDocuments, check out their web site: https://www.netdocuments.com/en-us
Or Intro Video & other Videos
What do you think?
To be very clear, although I personally like NetDocuments, the firm has not made any decision to move in that direction. I am putting out my thoughts on the subject in hopes of getting more feedback from you the users. You are going to have to be using whatever solution we select. I'd very much like your input to see if you agree that this is the direction we should go.
https://goo.gl/forms/q8zOnJPRoCXsKMoE3
Other helpful Articles on Document Management
http://apps.americanbar.org/lpm/lpt/articles/tch01093.shtml
http://www.uptimelegal.com/11-reasons-your-law-firm-needs-document-email-management
http://www.lawtechnologytoday.org/2013/07/when-to-consider-document-management
http://www.staceyeburke.com/blog/law-firm-document-management-software
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