How can a document management help my firm?
A document management system is software that sits between the file system and the application to arbitrate how documents are stored.
For example, without a document management system if you save a document in Word, you will be prompted to navigate a folder structure to get to where you want to be, then enter a file name and then save the document.
With a document management system as soon as you hit Save, the document management system will kick in and present a profile card to be completed. In a law firm setting that profile card might include the client, matter, document type, author and typist for the document. Many of these fields would already be completed for you. Enter the document name and then save the document. Here, for example, is the profile for this document:
Whereas in the first example, a user can save documents anywhere, with document management, the user is forced to conform to a common file structure.
There are many benefits to document management. They include:
Security – Ethical walls can be established which prevent users from seeing even the name of a document or folder for which they should not have access.
Consistent Filing – Worldox users only have a defined set of selections for saving documents. Because of this, there is much more consistency when saving documents. Consistency makes things a lot easier to find.
Version Control – Up to 99 versions of a document can be created without having to invent fancy names for each version.
Searching – Search the full text of the document or any of the defined fields and get results back in seconds no matter how many documents you have.
Email Sharing – Cut down on the size of your email and share email with others by putting email directly into Worldox without losing any fidelity of the email.
Auditing – The actions taken on a document are all recorded and stored historically. If you want to know that someone copied a document or printed it, for example, the audit trail will tell you who did it.
Store Multiple Formats – Store voice mail, fax, photos, movies and of course documents all in the same folder as the matter being worked on. Worldox provides a one-stop shop for submitting and consuming documents.
Document Retention – If you have regulatory requirements to dispose of documents after a certain period of time Worldox can support retention periods that meet your requirements. Retention can be triggered on almost any of the profile fields.
If you are not yet using document management, please call us for a free demonstration of how Worldox can change the way you work – for the better. Look what some of our clients have said:
“Implementing Worldox was the single best decision we made in 2014—it significantly improved our productivity and made us more collaborative.” —Jan Chaffay, Business Manager, Houser, Henry & Syron LLP
“Triella listened to what we wanted a document management system to do for our firm and came up with a plan to ensure our requirements were met. I like the portability factor—we all have laptops and Citrix and as long as a document has been scanned into our system, we can access it anywhere.” —Ian Mair, Partner, Moodie Mair Walker Lawyers
Charles Bennett is the Principal Consultant at Triella, a technology consulting company specializing in providing technology assessments, consulting, maintenance services and CIO-related services to small and medium sized firms. Charles can be reached at 647.426.1004. For additional articles, please visit https://www.triella.com/publications.html. Triella is a Citrix Partner, VMware Partner, Microsoft Small Business Specialist, Microsoft Silver Partner, Dell Preferred Partner, BlackBerry Alliance Partner and Authorized Worldox Reseller.
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