Often, law firms, especially big ones, must handle and store numerous documents for the cases that they have handled and are currently handling. These documents can’t even be trashed yet as they may become valuable in the future.  

Due to the high number of documents to store and manage, law firms should use document management software in their offices. 

If you are still in doubt of whether you need it for your law firm or if it is just another added expense, here is a list of benefits of using document management software:

• Easy Access to Documents 

One of the most difficult parts of working in a law firm with a huge number of cases is keeping track of where the documents are kept. When using document management software, access to documents becomes easy because you know where they are kept, and you can bring it with you everywhere. 

You should also be able to it wherever you are and whenever you need to. Whether you are offline, in a plane, or a hotel, you can simply access your documents through your computer and do the work that you need to get done.

• Secure Storage

When you have a huge number of documents, storage becomes a problem. If you are still using paper and storing your documents in a room in your office, then you are not worried about security, which you should be.

You need to store your documents in a secure place where you won’t have to worry about fire, water incidents, and other circumstances that might damage very important and classified documents about your clients.

Having a document management software gives you this benefit. Storing your documents in cloud storage keeps it safe from dangerous elements, like fire, water, and other things that could damage paper documents. 

You can also comfortably carry it with you all the time. Security can also be customized so that some documents can only be accessed by a few people. It can be restricted and unrestricted by just a few clicks if you want others to access it or not. 

• Email Integration

Some of the most important conversations that may be discussed between clients and lawyers are often done through email. Exchanging documents for communication purposes are also done through email within the law firm.

With that said, it is very beneficial when your document management software has email integration. This will make it easier to include your email exchanges to be saved like all other important documents. Integrating other forms of communication, like SMS, private messages, and voicemails can also be done for the convenience of the users.

• Content Tagging

Imagine having thousands of documents, and you want to find all documents that pertain to a certain topic. Now, these documents may be placed in different folders and may be in different formats, so having to find all these documents manually will take a lot of time.

When you are using a document management software, that won’t be a problem. Document management software makes use of artificial intelligence and uses content tagging. So, when you search for the topic you want to find, you can easily find it.
All you have to do is type your keyword, and every document that was tagged with the keyword will show up in the results. Thus, no more manual rummaging through thousands of documents.

• Increased Productivity

Overall, the document management software’s goal is to make the work of lawyers, paralegals, and other people who work in law firms to be easier and it will certainly accomplish that. 

When work can be done anywhere and anytime, people can complete more tasks. If they can access important documents through their computers, whether they have access to the internet or not, they will still be able to get their work done.

When people spend less time looking for important documents, they will be able to spend their time in the office on productive tasks and complete them, too.

All these points to higher productivity of law firm employees in and out of the office. Take note that if you want your law firm to be successful, you always have to aim for high productivity.

Conclusion
With all the benefits spelled out above, there is no excuse why you should put off getting a document management software for your law firm. The benefits outweigh any discussion in terms of expenses.

Yes, it will cost you, but it will increase your productivity overall and allow your law firm to take more workload. So, yes, it is time to get that document management software.