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What’s the best way to manage legal documents?

Document management advice from Pro-Doc

Whilst electronic document management offers significant benefits for legal firms, making the move from paper to digital still presents a huge leap of faith for many companies.

In the not so distant past, the management of legal documentation of meant managing paper, back in the time when ‘cloud’ meant something white and fluffy that floats in the sky! Thanks to advances in technology, the way in which documents are managed has changed beyond all recognition and increasing numbers of firms are choosing to manage legal contracts, documents, correspondence etc. electronically.

A good document management system offers the capability for law firms to improve customer and increase efficiency whilst maintaining high standards of security and confidentiality. Provided a document management system is simple yet efficient to use, lawyers and legal professionals will be free to concentrate on what they do best.

As is the case with all businesses, law firms come in all shapes and sizes and what works for one, might not be suitable for another. To find out what type of document management system is best for your business, it helps to take a long, hard look at what you do and how you do it. For example, a large law firm covering a broad geographical area and wide range of different types of clients is likely to have a large, mobile team of lawyers working on all sorts of devices. In this case they’d be likely to need a completely secure system, which is designed to be flexible, adaptable and very user-friendly.

Cost effective document management and storage solutions

Cost is also likely to be a significant factor for many law firms, especially sole practitioners operating on the high street. With this in mind, investing in a document management system doesn’t mean forking out for a massive system as there are a number of different approaches which can be taken, with options to suit most budgets.

Contact Pro-Doc to find out more

If you would like to find out more about our document management services, or to talk through your individual requirements, please don’t hesitate to contact Pro-Doc today.

 

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Is shredding the best way to destroy out-of-date data?

Electronic document management systems from Pro-Doc

The answer to this question is no, not necessarily! Thanks to advances in the technology behind scanning and document management technology, there’s been a significant shift from our reliance on paper to regular use of electronic document storage. However, despite the fact that paper documentation can be lost or damaged, they can also be used if absolute proof is required. With this in mind, many businesses – especially those in the legal sector – find having an archive store of paper documentation extremely comforting and it’s this reliance upon paper which deters them from taking advantage of the wide range of document storage solutions available.

Granted the prospect of an entirely paperless office is still some way off, the move towards paperless document storage systems seems unstoppable. However, even in this new age of cloud storage and electronic filing, destroying paper documentation can feel very drastic, making many companies reluctant to move towards an entirely digital system.

Most paper documents are shred because they are no longer needed and with the intention of freeing up what is usually much needed storage space. However, there are documents to which the normal rules don’t apply and title deeds, tax documents, leases, wills etc. must be kept. On the other hand, there is a general misconception that this type of important documentation has to be stored in its original paper format but this is not the case. If digital documents are captured, stored and managed correctly, they are just as valid as their paper counterparts.

Solve storage problems and streamline processes

Moving to an electronic document management system is a sensible decision for several reasons. Not only does efficient document management mean so much than scanning and storing documents digitally, it also offers the capability to capture data to drive fully automated electronic processes. There’s no doubt that electronic document management is an excellent way to help solve problems of physical storage, it can also prove revolutionary when used as to track payments, for example, or to automatically approve a range of legal documents.

Contact Pro-Doc for further information

Whether you decide to move your business onto a cloud based storage solution, or to make use of a bulk scanning service, electronic document management is transforming from a state-of-the-art luxury to a business essential. To find out more about the benefits of electronic document management, or to talk through the best solutions for your business, why not get in touch with Pro-Doc today?

document management solutions from Pro-Doc

Online document management solutions provide secure data storage for the future

Document management solutions designed improve efficiency and reduce storage costs

Sometimes it seems as though the world of work is changing at breakneck speed and thanks to rapid developments in document management technology, there’s now a very real possibility that the prospect of a paperless office could move from science fiction to reality during the next decade. Not only is this great news for businesses keen to improve their environmental credentials and increase efficiency; it could also help reduce storage and administration costs. There’s little doubt that electronic document management solutions offer massive potential, but what are the trends for the future and how will the way we work be affected?

Cloud storage offers a secure solution

If you run your own business you’d have to have been living on another planet to have missed any talk of ‘cloud storage.’ In case there’s anyone out there who doesn’t know what cloud storage is; it’s simply a term used to describe the practice of using a network of remote servers to manage, store and process data. Cloud storage has moved into the mainstream over the last couple of years, and thanks to the benefits it can offer in terms of efficiency, data recovery and the ability to share data and work from anywhere, it’s now widely used by businesses of all shapes and sizes.

Despite the fact that many business owners worry about the security of cloud storage, this isn’t an issue which is confined to online document management. Any form of document storage has an element of risk attached – paper documents can be copied, stolen or destroyed, for example – the benefits of cloud storage far outweigh the minimal risks.

Findability is the latest trend in document management

The ‘findability’ of digital documents looks set to become a real talking point amongst companies providing document management solutions. Findability is very different to ‘search-ability’ and it’s important not to confuse the two. Findability is the term used to describe how easy it is to find a piece of information on a website, for example. Search-ability, on the other hand, is the way in which we find information using known information such as a phrase or keyword.

In the very near future it likely that the way we search the web or data will take into consideration who we are, where we are, what we do and what we already know; providing tailor-made search results which are unique and relevant to the searcher. We’ve all got used to using search engines – after all they’ve been with us for some time – and have come to realise that there’s an awful lot of information out there and that it can be very time consuming trawling through it all to find exactly what you need to know. With this in mind, the search engines have cottoned on to the fact that it would be much better if they could direct relevant information in the direction of individual users. This technological leap means that the document management systems of tomorrow will be designed to make content searches incredibly accurate.

It looks as though document management and electronic content management solutions are moving from the shadows into the spotlight. Remember when you first heard about email and what a novelty the web seemed when we first used it? This is the way electronic document management is likely to be seen at some point soon and it’s unlikely that, just like email, there will be many businesses left who aren’t making the most of the benefits on offer.

Contact Pro-Doc to discuss your requirements

If you would like to find out more about the document management solutions available from Pro-Doc, or to talk through your requirements, why not get in touch with us today?