Good
document management software is a must for all the law firms to manage their
matter-related documents, to keep the documents and emails together, to make
the searching and finding easy and to maintain a perfectly organized law
office. But finding the right software
is not as easy as you would have thought.
As
you embark on the journey to find the right law firm document management software, you should know what you should
look or what questions you need to ask the vendor so that you are not cheated. Here
is a quick guide that will help you with the, ‘what to ask questions’ and
eventually find the best software for your law firm.
1. The software you
are looking is it really a Document Management Software
The
first and the most obvious question is that the software you are evaluating is
document management software. This question is to be asked because there is
variety of law firm software available that provides multiple functions for the
law firm and document management is one of the functions. But as it is said,
‘jack of all and master of none’; this software might not fulfil your document
managing needs. So be sure the software is really good in document management
and has all the features required for the same.
2. Is the Software
Matter-Centric
The
next thing to check is whether the software is matter-centric. The document
management software serves many other industries including the legal,
healthcare, finance and insurance. Hence some of it might lack the features
that are must for the law firms. Matter-centric software should organize and store
all the documents, case information, emails and other matter-related content. For
this, it is recommended to go for the platform specially meant for the legal
departments.
3. What according
to you is a must-have function in the Software?
The
software that you are buying should fulfil all your objectives and
requirements. It is thus highly recommended to identify your requirements
before evaluating any software to get the one that is best suited for your
firm.
4.
Is the Software Cloud-based
The
law firms today need mobility. They require the freedom to access their
documents and other case-related information and emails from anywhere, anytime.
This can be achieved by the law firm software that is cloud-based.
5. Is OCR Included
Optical
Character Recognition or OCR is required to convert the scanned image into
readable text. The scanned document is by default an image and to work on that
document it needs to be converted into the text format. For this, you need the
OCR. So while evaluating the software, check whether it comes with integrated
OCR capabilities.
6. Is Data
Migration Included
While
going for new document software, you may need to move your data from the
current system to the new one. The transfer should be smooth so that you do not
lose your data in the transition. The document management software firm should
provide data migration services for smooth migration of the data.
7. Is the Software
Easy to Use
The
software should be easy to use and navigate. Your law firm employees should be
able to easily learn and use the software otherwise you will waste your money
in buying the software.
8. Does the
Software give you a FreeHand?
You
have a particular way to organize your documents and the software should work
accordingly. Some document management software, however, forces the users to do
things a certain way, which may not be of any help. The best software is the
one that works in making your life easier and not come in your way. It is thus
recommended to look carefully what the software intends to force while
evaluating.
The
above-mentioned points are just the basic ones. You know better what you are
looking for and can frame more questions to be asked while evaluating the
software. Still confused, contact us to get the right case management software for your legal firm.
Source - https://mycases.online/things-to-ask-when-implementation-law-firm-document-management-software/
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