How Document Management Software Made Order Out of Chaos

The Problem

I knew that Ocean Law needed to improve document management for each of our clients and cases. The range of data and documents was daunting. We used docketing software to manage deadlines for applications to various patent offices, and Word and Acrobat to create legal documents. Papers issued by U.S. and international patent offices needed to be filed for reference, and there was all the e-mail correspondence with clients. It was hard to find files that related to a particular case or client since information was spread within different folders and among different software programs.

Projects sometimes got delayed because information was not at my fingertips and documents had to be double-checked to ensure that they were the latest version on file. I found it challenging at times to retrieve inactive files quickly, which might be needed while speaking with a client on the phone. In this day and age, many of our clients have come to expect that we will use the best technology available to serve them. Meeting those expectations was a challenge.

At the time, I knew document management solutions existed for large law firms, but what we needed was a great solution for a small firm. I felt that with the right technology, the firm could become more productive while offering better service to our clients.

Considerations for Document Management Software

I knew something about electronic document management software from spending time in large law offices and reading about it in trade publications. While I knew this kind of software could benefit my practice, I intended to make sure some basic criteria were met:

• Cost and avoid overbuying. A number of document management software packages cater specifically to law firms; however, many of these programs are too expensive and provided more features than our firm really needed.
• IT management. Ocean Law does not have a full time IT person on staff so it was important to have a program that could be easily installed, maintained and administered without changing our existing IT infrastructure.
• Easy to use. I didn't want to change the current filing system we were familiar with, nor spend a lot of time figuring out how to use new document management software. I wanted a system that was easy to learn and that we could start using right away.
• Compatibility with existing office software. Since Ocean Law's operating system was Microsoft Windows and we used Microsoft Office (Word, Excel, Outlook, PowerPoint etc.), we wanted document management software that could integrate within these programs.

DocPoint

After some Internet research, we found what looked to be a solution: DocPoint. The program was designed for small- to medium-sized businesses that want a simple solution for managing electronic documents. While the product's market is not limited to law firms, I found that its design worked for a business of our size. Like most law firms, our files are organized in a systematic way so they fit within DocPoint's method of placing all information into a single repository with a hierarchical file indexing structure.

No consultation was needed from our IT services, as DocPoint required no changes to our network other than loading the software. Instructions for using the program were explained through online tutorials on the DocPoint website. We also used DocPoint staff to help with any questions we had.

Existing files could be transferred into DocPoint so that they were in the same configuration as they were in Windows Explorer. We could also ensure that the same filing structure existed for every client and case. Before DocPoint, our filing structure was not automatically enforced which meant that documents were not filed consistently. With DocPoint, this problem is solved. DocPoint automatically sets up and enforces a uniform set of folders so there is no confusion about where files are stored no matter who is looking for them.

The program also allows users to add tags and connections so that all related documents are easily found regardless of document type, be it an e-mail, a spreadsheet or a calendar entry. Files could be readily moved across folders and multiple copies could be made within different folders. Scheduled meetings, task lists and e-mails in Outlook, for example, could be found together with scheduling and deadline lists in Excel.

DocPoint integrated into each program of Microsoft Office (e.g., Word, Excel and PowerPoint). These programs contain a DocPoint button in the toolbar. By clicking the “Add to DocPoint” button from the drop-down menu, we can file documents into pre-determined folders.

Immediately, documents could be found quickly and easily for any of the firm's clients and legal matters. There was no uncertainty about which draft was the latest version. We could find past documents that made useful starting points for documents needed in a similar case. And, if I need to get a document while on the phone with a client, it is readily available. By entering key words, it's possible to quickly find any document.

Conclusion

Document management software made a significant difference in making our practice more productive and efficient. The thousands of electronic documents saved on Ocean Law's computers are easily managed and accessible when required. We continue to use DocPoint to save time and be more efficient, allowing us to give our clients the best service possible.

Law firms generate an enormous amount of data and information that can bog down lawyers and prevent them from doing their jobs effectively. Most law firms now have some sort of digital data storage. But, transitioning to digital data storage, with or without parallel paper files, presents a new challenge: how to manage thousands of electronic documents saved on the firm's computers.

The fact that several software programs are used for different purposes further complicates this process. Microsoft Outlook could be used for e-mails and calendaring, for example, while Excel is used to track deadlines and manage case statuses. Information is often duplicated within different programs, making it tough to find the most recent information. The end result is that lawyers can't find documentation quickly, leading to more hours spent trying to find information and less time for getting substantive legal work done.

As the principal of Ocean Law, a firm specializing in patent, trademark and Internet law, I found it difficult to find the right files when I needed them. Many times, I would only find a desired file after searching folders in Windows Explorer. When this was happening far too often, I decided to implement electronic document management software to help order and manage the firm's files.

The Problem

I knew that Ocean Law needed to improve document management for each of our clients and cases. The range of data and documents was daunting. We used docketing software to manage deadlines for applications to various patent offices, and Word and Acrobat to create legal documents. Papers issued by U.S. and international patent offices needed to be filed for reference, and there was all the e-mail correspondence with clients. It was hard to find files that related to a particular case or client since information was spread within different folders and among different software programs.

Projects sometimes got delayed because information was not at my fingertips and documents had to be double-checked to ensure that they were the latest version on file. I found it challenging at times to retrieve inactive files quickly, which might be needed while speaking with a client on the phone. In this day and age, many of our clients have come to expect that we will use the best technology available to serve them. Meeting those expectations was a challenge.

At the time, I knew document management solutions existed for large law firms, but what we needed was a great solution for a small firm. I felt that with the right technology, the firm could become more productive while offering better service to our clients.

Considerations for Document Management Software

I knew something about electronic document management software from spending time in large law offices and reading about it in trade publications. While I knew this kind of software could benefit my practice, I intended to make sure some basic criteria were met:

• Cost and avoid overbuying. A number of document management software packages cater specifically to law firms; however, many of these programs are too expensive and provided more features than our firm really needed.
• IT management. Ocean Law does not have a full time IT person on staff so it was important to have a program that could be easily installed, maintained and administered without changing our existing IT infrastructure.
• Easy to use. I didn't want to change the current filing system we were familiar with, nor spend a lot of time figuring out how to use new document management software. I wanted a system that was easy to learn and that we could start using right away.
• Compatibility with existing office software. Since Ocean Law's operating system was Microsoft Windows and we used Microsoft Office (Word, Excel, Outlook, PowerPoint etc.), we wanted document management software that could integrate within these programs.

DocPoint

After some Internet research, we found what looked to be a solution: DocPoint. The program was designed for small- to medium-sized businesses that want a simple solution for managing electronic documents. While the product's market is not limited to law firms, I found that its design worked for a business of our size. Like most law firms, our files are organized in a systematic way so they fit within DocPoint's method of placing all information into a single repository with a hierarchical file indexing structure.

No consultation was needed from our IT services, as DocPoint required no changes to our network other than loading the software. Instructions for using the program were explained through online tutorials on the DocPoint website. We also used DocPoint staff to help with any questions we had.

Existing files could be transferred into DocPoint so that they were in the same configuration as they were in Windows Explorer. We could also ensure that the same filing structure existed for every client and case. Before DocPoint, our filing structure was not automatically enforced which meant that documents were not filed consistently. With DocPoint, this problem is solved. DocPoint automatically sets up and enforces a uniform set of folders so there is no confusion about where files are stored no matter who is looking for them.

The program also allows users to add tags and connections so that all related documents are easily found regardless of document type, be it an e-mail, a spreadsheet or a calendar entry. Files could be readily moved across folders and multiple copies could be made within different folders. Scheduled meetings, task lists and e-mails in Outlook, for example, could be found together with scheduling and deadline lists in Excel.

DocPoint integrated into each program of Microsoft Office (e.g., Word, Excel and PowerPoint). These programs contain a DocPoint button in the toolbar. By clicking the “Add to DocPoint” button from the drop-down menu, we can file documents into pre-determined folders.

Immediately, documents could be found quickly and easily for any of the firm's clients and legal matters. There was no uncertainty about which draft was the latest version. We could find past documents that made useful starting points for documents needed in a similar case. And, if I need to get a document while on the phone with a client, it is readily available. By entering key words, it's possible to quickly find any document.

Conclusion

Document management software made a significant difference in making our practice more productive and efficient. The thousands of electronic documents saved on Ocean Law's computers are easily managed and accessible when required. We continue to use DocPoint to save time and be more efficient, allowing us to give our clients the best service possible.