11 Jul Streamline Casework: Legal Document Management Tips for Family Law Offices
Family law firms produce a large volume of documents each day. Without an efficient, secure document management system, they are at risk of compliance and security concerns and data loss. Utilizing a robust, scalable software system to scan, categorize, and manage documents can enhance collaboration and improve client service.
At Arizona Business Equipment, we offer affordable document scanner solutions to law firms throughout Arizona. Our copier-scanner rentals allow you to digitize paper documents and files and easily upload them to your document management system. Here are some tips for streamlining your casework through the use of a legal document management system.
Encourage a Paperless Office
The first step towards embracing a digital document management system is to encourage an office-wide reduction of the use of paper. While some documents must exist in paper form and/or require original signatures, others can be created, shared, and completed electronically. You should also discourage unnecessary or wasteful paper use, such as printing out emails or internal memos.
Prioritize Digitization of Paper Files and Records
The next thing you should consider is digitizing your existing paper files and records. While this process may seem laborious and time-consuming, it will greatly streamline your day-to-day office tasks and make it easier to locate files and documents. We offer high-volume scanners and scanner-copier rentals that can handle digitizing large volumes of documents quickly. Designate two or three employees to take charge of the project, or hire temporary staff or interns.
Create a schedule and reasonable goals to direct the digitization of key records and files first, and then work your way back through less crucial documents, such as archived files or closed files. When new documents come in, have someone ensure they are scanned into your electronic filing system right away.
Create a Structured, Standardized Digital Filing System
Your document management software will include the use of a digital filing system. In most cases, you can customize this system to work for you. However, you need to make sure that everyone is using the same methods for naming and storing files. For instance, you can create a standardized naming convention that will be used for all documents that are scanned into your system, such as ‘year-month-date – last name, first name – document type document title.’ This will make it much easier to sort your files and documents and search for specific records.
Ensure Proper Training and Accountability
Once you have finalized your protocols, make sure all employees are trained. It’s important to maintain consistency, so everyone should be on the same page regarding how the system works and how to use it. Employees should have unique usernames so that there is accountability for changes made to the system.
If you’re looking for an affordable document scanner or scanner-copier rental in Tucson or throughout southern Arizona, our team at Arizona Business Equipment can help. We offer flexible, customizable copier lease terms that include maintenance, tech support, and repair. To learn more, call us at (520) 888-2679 or contact us online.