Despite the need of document management,not every legal firm knows what is meant by this term. Exactly what is document management? Just what is a document management system or DMS? Exactly what is legal document management? This short article will provide information to resolve these questions and discuss the way it affects a legal practice.
Precisely What Is Document Storage?
To accurately define ‘document management’,an individual must first contrast it with simple document storage. Document storage is the thing that the expression says,a spot to keep documentation – typically using folders. For example,a computer’s hard disk drive is a form of document storage. Another example can be a shared server drive in the office,which is actually a shared type of document storage. Cloud-based document storage,like Google Drive and Dropbox,are as effective the real difference is they are saved in the cloud and never within an office server or maybe your pc.
Document storage is the action 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.
Precisely What Is Document Management?
If you consider document storage as a passive task,then document management can be defined as a dynamic task. Document management is conducted using a documented management system,which is most commonly referred to as DMS. Technological acronyms are gaining popularity everyday.
The document management system,or DMS,offers the user resources to handle,organise to make the documents more useful for the legal firm. You should keep in mind that document management system provides different services to document storage,including the following:
â¢ version management – allowing users to view each version from the document,and also restore and compare past versions of all the documentation.
â¢ index and search – a good DMS indexes each document and email stored inside the system thereby,making each of the documents searchable.
â¢ document check out and look in – allowing users to check different documents out thereby,keeping others from making changes for the document.
â¢ automatic OCR – something available from high-quality document management systems including integration of your automatic OCR,which converts scanned items to text-enabled documents. This makes sure that all documents are indexed and searchable.
â¢ 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 go into the DMS directly.
Precisely What Is Legal Document Management?
Legal document management describes utilizing a specialised DMS made specifically for legal firms. While a legal practice can implement general-purpose document management systems,these tend to be developed for the masses and never specially for legal firms. As a result,the general-purpose DMS can miss legal-specific functionality. Certain functionality that is specific to legal DMS includes the next:
â¢ email management
â¢ document tagging
As can be seen,document management systems are highly useful to manage the documents in a company. Through the use of legal document management,you can improve the efficiency of your legal firm.
For more information please see this really interesting site