Despite the need of document management,not all legal firms know what is meant by this term. Exactly what is document management? What is a document management system or DMS? Exactly what is legal document management? This article will provide information to respond to these questions and discuss how it influences a legal practice.
What Exactly Is Document Storage?
To accurately define ‘document management’,someone must first contrast it with basic document storage. Document storage is exactly what the word says,an area to store documentation – typically using folders. By way of example,a computer’s harddrive is a type of document storage. Another example is a shared server drive at your workplace,that is a shared type of document storage. Cloud-based document storage,including Google Drive and Dropbox,are as effective the main difference is simply because they are saved in the cloud instead of within an office server or maybe your personal computer.
Document storage is the act of placing documents in a secure area for future retrieval either individually or with other people. Nothing occurs to the documents while stored,and users cannot change the documents beyond viewing or editing them when allowed access.
What Exactly Is Document Management?
Should you consider document storage to be a passive task,then document management can be defined as an energetic task. Document management is carried out using a documented management system,which happens to be most typically called DMS. Technological acronyms are becoming more popular day by day.
The document management system,or DMS,supplies the user resources to manage,organise and then make the documents more ideal for the legal firm. It is very important remember that document management system provides different services to document storage,such as the following:
â ¢version management – allowing users to see each version of your document,and also restore and compare past versions of all documentation.
â ¢index and check – a good DMS indexes each document and email stored throughout the system thereby,making all of the documents searchable.
â ¢document take a look at and view in – allowing users to check different documents out thereby,keeping other individuals from making changes on the document.
â ¢automatic OCR – a service provided by high-quality document management systems including integration of the automatic OCR,which converts scanned items to text-enabled documents. This ensures that all documents are indexed and searchable.
â ¢fax and scan integration – certain document management systems integrate directly by using a company’s scanner and fax machine thereby,streamlining the workflow through scanned documents go into the DMS directly.
What Exactly Is Legal Document Management?
Legal document management means using a specialised DMS made specifically legal firms. While a legitimate practice can implement general-purpose document management systems,these are generally produced for the masses instead of especially for legal firms. As a result,the overall-purpose DMS can miss legal-specific functionality. Certain functionality that may be specific to legal DMS includes the following:
â ¢email management
â ¢document tagging
As can be seen,document management systems are highly beneficial to manage the documents in a company. Through the use of legal document management,you can improve the efficiecy of your legal practice.
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