Law firms are tasked with many responsibilities. Handling paperwork is one of the most challenging amongst them.
With paper-based systems being phased out by several sectors, legal firms are also joining hands in the green revolution by evaluating legal document management software. This new endeavor not only benefits nature but also provides a more organized way to handle documents.
The transition from traditional paper handling to digital documentation is rewarding; however, it may not be all rosy in the beginning.
Knowing where to start may be tough for legal firms that have their operations deeply rooted in the traditional system. It may also be difficult to jump out of their comfort zone as everyone in the law firm may not be susceptible to change. Therefore, imparting information about the benefits of a digital shift is vital for getting everyone on board.
Advantages of Paperless Operations
1. Better Collaboration in the Team:
All the partners in a law firm have different responsibilities but a shared goal. To meet the common objective, they need to interact with each other regularly. Due to choked calendars and lack of free time, it could be hard for members to schedule meetings and discuss their plans for the future. This issue can be easily fixed by making use of legal document management software.
2. Deadline Reminders:
No amount of paperwork can help you stay abreast of deadlines, however, digital solutions like a legal document management system can ensure you accomplish your tasks on time. Simply list and arrange the tasks in a chronological order and you will get timely notifications to keep you on top of things.
3. Convenient Retrieval of Documents:
Instead of browsing through several dust-ridden files, it is easy to fetch records by making use of a cutting-edge digital solution. Proper indexing of records in a digital environment saves time in retrieval of information and prevents the documents from getting damaged due to elements. Effective full-text search helps tack relevant information quickly.
4. Billing and Tracking Time for Tasks Made Easy:
Time is money, especially when you’re billing for legal consultancy. Being the top priority of any legal operation, losing track of time is simply not acceptable. Legal Document Management System helps you stay up to the task and never miss a billable cycle.
Once the partners understand the benefit of an efficient Legal Document Management Software, they will whole-heartedly adopt the drive to digital transformation.
Make The Transition to ‘Paperless law firms’ Simple with These 7 Tips
There are different strategies that can be employed for making a digital shift. A lot depends on the current infrastructure and mode of operation of a law firm, however, there are a few basic tips that can be combined with most strategies to achieve best results.
1. Set a Goal Before Making the Digital Transformation
Most lawyers agree that digital transformation is necessary in the current climate, however, goals of going paperless may vary from person to person. To ensure a proper transition, the decision makers should understand the requirements of each department in detail and proceed ahead with the best interests of everyone in mind.
2. Employ a Quality Legal Document Management Software
One of the most important steps before a firm goes green is to select a software that meets every requirement and helps achieve goals in a better way. There are many software solutions out there, which are specifically designed for law firms. Browse online stores and select the one that fit your needs.
3. Give Special Attention to Training
Software is as good as its users. Pay special attention on training the partners on different aspects of the Legal Document Management Software. The training should be rigorous and focus on key components of the software like document management, client assigning, time and billing services, calendaring and communication.
4. Select a Software with Good Customer Support
It is more than likely that you will encounter certain issues while using such a comprehensive software. It is always better to select software with dedicated customer support, so there is always someone to reach out to in case of a query.
5. Choose a Software That Does Not Alter Operations Completely
The software that is selected should help manage the workflow, but not alter every detail of operation. Do not overhaul the whole system for the sake of going paperless. Keep the parts of your operation that have served you well and reap good returns by making the best of both worlds.
6. Select a Software that Does Not Create Silos
Keeping everyone in the loop with ongoing developments is essential for problem-free operation. A properly interlinked software that informs everyone about the changes taking place in the law firm reduces silos and makes for better operations.
7. Protect the Files Stored Online
Digitized files that are stored online are susceptible to hack attacks. As the information stored in the file is critical and can directly influence a case, special attention should be given to the security of the documents. A law firm using online servers for data storage should critically examine every aspect of security and only then choose to store their files on an online server.
Summary
In this age of technology, the use of rudimentary document storage solutions is waning fast, and digital documents are gaining preference. If your law firm hasn’t jumped ship yet and still using paper documents, you need to start devising a plan to go digital soon.
At Clavis technologies, we develop secure storage software solutions for law firms. These software solutions can be used for creating a paperless work-environment and proper management of files, clients, time management, and billing.