Dave Kinsey 2014-01-29 23:37:48
Better Document Management: Improved Service & Reduced Costs You cannot afford to waste time searching for files. Most firms implement a document management project as a direct result of a few frantic searches for missing documents. Even if you don’t have specialized software, every firm has a system for managing documents. The system may simply be a shared directory with a file naming convention to organize documents by client, matter and type. Or, you may have software such as iManage, Opentext/Hummingbird, or Worldox. Find Any Document With Keywords Without document management software, chances for lost documents are high. Specialized software systems help file documents and emails in a more organized and structured manner, allowing you to easily save documents with a wealth of additional information you can use in future searches. Document management systems enable quick and easy document retrieval, even if you know only a few items about the document, such as a keyword or date range. The additional reference information, combined with powerful and fast full-text searching capability, helps ensure that a document is never lost – even if it’s misfiled. Improve Productivity, Save Labor Costs The goal of document management software is to minimize labor spent filing and searching for documents. Even a few seconds or minutes per document adds up quickly. It is also important that the system makes filing a part of normal workflow rather than a cumbersome additional task. Otherwise, poor adoption will limit the system’s effectiveness. The Right Time To Update – Or Implement – A Document Management System At what trigger point would you benefit from document management software? As a rule of thumb, firms with one or two attorneys often operate fine with a basic filing system. As firms grow, limitations inherent in the shared folder approach become more pronounced. Once a firm reaches a staff of 10 or more, it makes sense to consider document management software. Most firms with 50 or more staff will already have such software in place and cannot operate efficiently without it. Eliminate Your File Room And Improve Service One client was able to completely eliminate their file room, turning it into revenue-producing space instead. They also saved costs by eliminating their file clerk position. But the best result was improved client service, because now client files can be retrieved instantly, from any remote location. Becoming paperless – and more efficient in your document management – is not an overnight process, but it is achievable. The first step is choosing the right software and implementing the right processes. Have a question for the IT Expert? Email firstname.lastname@example.org Dave Kinsey is the owner and president of Total Networks. Total Networks is the technology partner to many law firms throughout Arizona. Services include document management, backup and disaster recovery, business communications, and general IT support (for firms with or without in-house technical staff).
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