Relying on word processors, email and other types of digital communication — without a scheme for managing the documents they generate — creates its array of issues.
Establishing a repeatable work flow can grow productivity and ultimately reduce the expenses related to managing the litany of contents that each case generates. EDM solutions are specially useful to companies striving to ensure ormaintain:
Security: Even documents that are not regulated by legal or governmental boards may adhere to other secrecy standards. Generally, electronic content could be procured more easily than paper files and documents. And attorney scan use EDM to determine the types of documents that has to stay secret.
Compliance: Regulations ranging from privacy to record retention are pervading. Elastic, customizable EDM solutions allow companies to establish what it signifies to maintain conformity and see when documents are handledinappropriately.
Access: Conformity and confidentiality requirements generally dictate that particular documents are accessible only to choose people inside or beyond the business. Controlling that access and being able to take into account who has observed or worked on a record are essential functions of an EDM method.
Version control: If multiple people have modified a file,it is very important to know at a glance which variant is which, and whether the most current edition includes all authorized changes.EDM provides the paper trail required to show how documents are handled and modified.
Cost: Managing and storing enormous quantities paper based documents isn’t economical. Paying couriers for junior employees and off site storage to enter or findcontents adds up. With EDM, firms can take advantage of the enormous efficiencies of today’s storage systems to centralize terabytes of digital info and make it available over high-speed networks.
Disaster recovery: Natural and man-made catastrophes plus other misfortune influencing legal practices does occur. With EDM, it is easy to save multiple copies of documents on inexpensive, redundant disk drives therefore authorized employees can get them andstay productive even when the unforeseen happens.
Lifecycle Administration: When hundreds of thousands of documents live in boxes and filing cabinets, it can be difficult to understand when some of these documents can (or must) be ruined.Utilizing the digital retention scheduling perform of an EDMsystem can ease that weight.
Many companies employ case management software to monitor cases from beginning to end, however a case’s journey through the machine regularly is linked with or needs activities pertaining to specific documents. If the documents are paper-based, information must be input manually (and accurately) to the situation management system.
Today’s EDM systems can incorporate using a business’s situation management system so that, for example, when action is taken on an electronic document, the case management system triggers alerts to signify the case has entered the next stage in the process.
Many EDM systems also align well with several other IT initiatives. For example, if a business’s IT department is virtualizing its data centers, it can virtualize its document management system.
Check out this Legal Document Management System