3. Sharing Documents
Of course, there’s going to come a point where you want to share certain documents. Whether it’s for electronic case filing or sharing a new discovery with your co-council, you’re going to need to quickly and securely share information that’s protected within your DMS. Data encryption ensures that the document itself is protected during transit… but some systems allow for different levels of sharing without ever sending the document itself electronically.
They manage this through a link (also called a Quicklink) which can be emailed or even texted (SMS) to the recipient who can in turn follow that link to the document in question; you can even require login credentials to view that document. But let’s say you need to share more than one document… like when you bring in another law firm to help with a big case. You could mass-export to a single folder to share those documents electronically, or send them to your high-volume printer when you need a less tech-y way of sharing. DMS allows for many ways to share data and most systems integrate seamlessly with other software solutions to ensure you’re meeting your paperless office goals.
Keeping it Simple
When you boil it all down, you’re looking to accomplish a few things specific to your law office needs:
Streamline Document Capture
Quickly Locate Documents & Key Information
Improve Document Security
Securely Share Documents
When it comes to picking Document Capture Software, it’s best to focus on the purpose of this software to better weed through all the different solutions available on the market today.
There are a number of bells and whistles you’ll be exposed to, but as long as these two requirements are met you’ll be getting what’s right for your organization:
Automatic Document Type Recognition
Automatic Data Extraction
When it comes to picking Document Management Software, while a great addition to your entire office, it’s best to focus on the features that will benefit your legal needs the most: