Despite the necessity of document management,not all legal firms know what is meant by this term. What is document management? Just what is a document management system or DMS? What is legal document management? This post will provide information to resolve these questions and discuss the way it influences a legal practice.
Precisely What Is Document Storage?
To accurately define ‘document management’,someone must first contrast it with basic document storage. Document storage is the thing that the word says,an area to save documentation – typically using folders. By way of example,a computer’s hard disk drive is a type 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,for example Google Drive and Dropbox,are as effective the difference is that they are kept in the cloud and not within an office server or even your pc.
Document storage is the action of placing documents within a secure area for future retrieval either individually or with other individuals. Nothing transpires with the documents while stored,and users cannot affect the documents beyond viewing or editing them when allowed access.
Precisely What Is Document Management?
Should you consider document storage as a passive task,then document management can be defined as an active task. Document management is conducted utilizing a documented management system,which can be most known as DMS. Technological acronyms are becoming more popular everyday.
The document management system,or DMS,provides the user resources to deal with,organise and make the documents more helpful for the legal firm. You should keep in mind that document management system provides different services to document storage,such as the following:
Ã¢€¢version management – allowing users to look at each version of your document,as well as restore and compare past versions of all documentation.
Ã¢€¢index and search – a good DMS indexes each document and email stored throughout the system thereby,making each of the documents searchable.
Ã¢€¢document take a look at and look in – allowing users to check different documents out thereby,keeping other people from making changes towards the document.
Ã¢€¢automatic OCR – something 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.
Ã¢€¢fax and scan integration – certain document management systems integrate directly with a company’s scanner and fax machine thereby,streamlining the workflow with scanned documents enter the DMS directly.
Precisely What Is Legal Document Management?
Legal document management means using a specialised DMS made particularly for legal firms. While a legal practice can implement general-purpose document management systems,these are usually developed for the masses and not specially for legal firms. As a result,the normal-purpose DMS can miss legal-specific functionality. Certain functionality which is specific to legal DMS includes the following:
As can be seen,document management systems are highly useful to manage the documents within a company. By using legal document management,you are able to improve the efficiecy of your legal firm.
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