Information management software can be the solution to your organization problem, though firms often resist making changes. Firms may want to first vet out the potential return on a document management platform to ensure the ROI will be worth the cost.
The fact remains that, without an information management solution, many firms will continue to use disorganized filing systems — resulting in communication breakdowns, missed deadlines, and much more.
How can a document management solution help your law firm increase productivity?
Look at these four key benefits.
1. Improve Document Organization & Meet Deadlines With Workflows
Meeting deadlines is vital in the legal world, but manually tracking workloads is insufficient to keep up with a hectic calendar. Meetings and deadlines can be overlooked as a result. This can also happen if a firm is using a variety of programs to manage casework. Constantly switching between them could mean that deadlines might get overlooked.
With intelligent information management platforms like M-Files, documents and casework can be managed with workflows to keep the process moving, even among multiple collaborators. It becomes simpler to browse and see when deadlines are, and which tasks need to be completed for a certain matter.
2. Coordinating Communication & Document Retrieval
Keeping client contact details and case information on hand and up to date is crucial. If you use several independent systems to store client information related to their case, details could be scattered throughout several of them. Consolidating your client information will ensure that you have all the required details, making communication with clients much easier.
An efficient information environment will also enable attorneys to pull up relevant files when they are speaking with them. With a manual filing system, this is a drawn-out, error-prone process.
Depending on multiple, non-integrated digital systems will add time and effort to the communications and document retrieval process. Intelligent information management brings all of this together in one easy-to-use system. You should be able to type in a client’s name or case data and have everything you need on-screen.
3. In Document Search, Metadata & Artificial Intelligence
The capability to search for long legal documents promptly is essential to an efficient practice. With antiquated practices, a significant amount of time is wasted poring through documents.
This can be especially burdensome in differentiating between various documents related to the same case. Information management solutions allow you to input metadata for each document — like topics, case information, defendant, plaintiff, relationships to other documents, and other relevant information. This information ensures that information is easily searchable.
Artificial intelligence (AI) and machine learning are also incredibly useful for classifying documents with metadata. AI analyses documents to find relevant data points to be extracted — and it learns which data are most important, the more documents are fed into the environment. On a contract, for example, AI can automatically extract into the metadata card data Parties to the contact. Relevant dates – like a start date or execution date Terms of the contract
AI-enabled metadata makes classification a breeze and renders information easily findable based on key data points. With metadata, artificial intelligence, and an in-document search, you’ll be able to save a considerable amount of time and effort looking through records
4. Work Remotely
Legal professionals need to be able to remotely. They are often on location with a client or in court and need the ability to:
- Access documents
- File documents
- Check client records and notes
Many legal professionals have had the experience where they need a document only to realize they left it back in the office. With an information management solution, since you will be able to access the documents securely and remotely, from any device.