[00:00:00]
Scott Benton: Hey everyone, Scott Benton here. I am the host of the Classroom 2 Courtroom podcast where we help you easily transition from a law school student into your professional career as an attorney and where we like to make the practice of law fun. Now today we’re going to take a look at the document management system advantage.
[00:01:00]
Scott Benton: Today in order to help assist your overall use of the success cycle, we’re going to look at the document management system advantage. Within every law firm is a keystone holding the entire organization together that each attorney upon joining that firm needs to understand and master in order to maintain organization, efficiency, and consistency in their legal work and manage smoother workflows and better client services.
I know that was a mouthful. This law firm backbone is known as the DMS. or the document management system where you can find all of the firm’s templates, samples, legal and case files, and any other documents needed to manage the day to day business operations of a well organized and productive law firm.
A [00:02:00] document management system is where you store, organize, and retrieve documents and where you can ensure. that only the latest and correct versions of the documents are used. Now additionally, you should be able to search and locate any necessary files and documents that you’re looking for quickly and easily through the system.
A Well organized document management system is going to ensure consistency in document formatting, drafting, and filing. So, as an example, using template folders for common documents like motions, contracts, and agreements maintains uniformity in how all of the cases appear.
This provides an ability to search for something quickly and it reduces the likelihood of misplacing important documents and files. It can also improve the level of client service that you deliver by giving you the ability to provide accurate and timely information and even speed up case preparation. Each firm is going to have its own set of best practices when it comes to [00:03:00] folder organization. So make sure the folder structure thoroughly explained to you so you can find any documentation that you need, but also so you can use it properly yourself.
If you get a new case, you’re going to want to use the exact same folder structure that’s used in every other case to make it easy for others to find the documents that you’re working on. Also, make sure you understand how the naming conventions work. How are the files named? Is there the name of the client? Is there a case number or a date? What order do all of these go in, and what punctuation marks are used, such as dashes or underscores?
Additionally, as some documents go through a series of versions, you need to know which version is the oldest, which version is the newest, and all the versions in between. That means there’s going to be a part of the naming convention that will designate which document version is the most recent. Lastly, you want to pay attention to the specific tags that are used to identify documents.
Sometimes [00:04:00] metadata is used to help categorize documents and improve searchability. So, if metadata is included with the documents, make sure you know where to include that information, and be sure to include it with each and every document. Metadata will really help you build this higher level of helpful detail.
As an example, you might use certain tags such as contract, or pleading, or motion to refine your searches, and this information may be contained at the metadata level. On the other hand, sometimes complex folder hierarchies can have the opposite effect, and they can lead to confusion and inefficiency.
This is why you want your metadata to be simple and accurate. It will help you locate documents, even if they’re buried three or four or five folders down into a folder structure. There’s also the danger of multiple versions of the same document being circulated when folder systems are not well designed.
So you want to be on the lookout for any efficiencies like that and work to [00:05:00] improve them. So when you start at the firm you’re hired into, senior attorneys and the staff can mentor you on using the document management system effectively. Make sure you receive as much instruction as you need on the DMS until you become extremely familiar with how it’s organized and how to use it effectively.
Now, once you get good at using the document management system, it’s going to reflect on your efficiency as an attorney and in your ability to provide legal services for your cases. It’s going to help to minimize any errors or duplication or from simply having to reinvent the wheel over and over again since the documents that you need to emulate More than likely already exist and they exist in multiples.
This in turn is going to help you out every day to effectively reach and exceed your minimum billable hours. So make sure to take the time to learn and familiarize yourself with the firm’s document management system and always follow best practices for organizing your folder structure when you start a new case as well as [00:06:00] utilizing the naming conventions for all of your files to make it easy on yourself and everyone else at the firm to find the documents that you’re working on. A well organized document management system can have a significantly positive impact on both the Internal workflows, client satisfaction, and in your ability to deliver high quality legal services. And at the end of the day, that’s really what it’s all about.
I’m Scott Benton. I’m the host of the Classroom 2 Courtroom podcast. Thank you so much for checking out this episode. Now, if you like this podcast and you’d like to get more information about us, you can always go to our website at classroom2courtroom. com. That’s classroom, the number two, courtroom. com, where you can send us a message to keep in touch with us, or you can even inquire about our seasonal associate programs that we have available for law school students.
You can apply to come and work with us. And as always, don’t forget to share, like, and subscribe to stay on top of all of our latest episodes. And until next time, we hope you’ll join us in making the world a better place. One client at a [00:07:00] time.
