Despite the need of document management,not every legal firm understands what is meant by this term. Precisely what is document management? Just what is a document management system or DMS? Precisely what is legal document management? This short article will provide information to respond to these questions and discuss how it affects a legal practice.
Precisely What Is Document Storage?
To accurately define ‘document management’,someone must first contrast it with simple document storage. Document storage is really what the term says,a location to save documentation – typically using folders. For example,a computer’s hard disk is a type of document storage. Another example can be a shared server drive at your workplace,which is actually a shared type of document storage. Cloud-based document storage,such as Google Drive and Dropbox,are as effective the difference is that they are held in the cloud and never in an office server or even your personal computer.
Document storage is the action of placing documents inside a secure area for future retrieval either individually or with other people. Nothing transpires with the documents while stored,and users cannot change the documents beyond viewing or editing them when allowed access.
Precisely What Is Document Management?
Should you consider document storage to become a passive task,then document management can be defined as a lively task. Document management is conducted using a documented management system,which can be most commonly referred to as DMS. Technological acronyms are gaining popularity daily.
The document management system,or DMS,provides the user resources to deal with,organise making the documents more useful for the legal firm. You should be aware that document management system provides different services to document storage,including the following:
Ã¢Â€Â¢ version management – allowing users to examine each version of your document,along with restore and compare past versions of all the documentation.
Ã¢Â€Â¢ index and search – a high quality DMS indexes each document and email stored in the system thereby,making each of the documents searchable.
Ã¢Â€Â¢ document take a look at and check in – allowing users to check different documents out thereby,keeping others from making changes to the document.
Ã¢Â€Â¢ automatic OCR – a service made available from high-quality document management systems including integration of your automatic OCR,which converts scanned things to text-enabled documents. This makes sure that all documents are indexed and searchable.
Ã¢Â€Â¢ fax and scan integration – certain document management systems integrate directly having a company’s scanner and fax machine thereby,streamlining the workflow through scanned documents enter in the DMS directly.
Precisely What Is Legal Document Management?
Legal document management refers to the use of a specialised DMS made specifically for legal firms. While a legitimate practice can implement general-purpose document management systems,these tend to be produced for the masses and never particularly for legal firms. Therefore,the overall-purpose DMS can miss legal-specific functionality. Certain functionality that is certainly specific to legal DMS includes these:
Ã¢Â€Â¢ email management
Ã¢Â€Â¢ document tagging
As can be seen,document management systems are highly useful to manage the documents inside a company. By making use of legal document management,it is possible to improve the efficiency of your legal practice.
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