Legal Document Management : What are the Benefits?

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Legal Document Management: Secure, Mobile Access to Legal Documents

At DocTech we assist solicitors, law firms and barristers with their business challenges by tackling their legal document management processes.

Legal Companies: How We Can Help

  • Centralise the review process of cases with the documents
  • Have secure and compliant access to info on and off site
  • Reduce printing costs
  • Create multiple department workflows of documents
  • Store all document types including drawings, photos, PDFs, Designs, ID, legal documents
  • Centralise all documents and create audit trails, transparency and full text search functionality
  • Version control for project work where documents are amended frequently
  • Reduce manual processes
  • Auto assign documents to cases using barcodes, case numbers irrespective of whether the documents arrives digitally or in paper format

In 2013, there were huge changes to Court procedures relating to costs being more proportionate to a case. This has forced solicitors and law firms to look at improving processes to ensure they are being as cost-effective and efficient as possible.

Compliance for Legal Clients

Lord Justice Briggs has proposed a Civil Court Structure Review (CCSR) whereby all Courts up and down the UK will have an online Court to deal with simple cases in a bid to remove much of the costs associated with litigation. It is proposed that evidence, documents and issues will be captured online. Following this review, solicitors and law firms are realising it is now crucial to switch to an electronic document management solution or risk being left behind.

Our systems enable solicitors, barristers and legal firms to manage the storage, retrieval and workflow of a large variety of documents on a daily basis:

  • Court documents
  • Authority to Act
  • Right to remain in the UK / ID
  • Client records
  • Title Deeds
  • Mortgage Deeds
  • Pleadings
  • Wills
  • Contracts
  • Eviction Notices
  • Divorce Agreements
  • Deeds of Trust
  • Letters of Intent
  • Articles of Incorporation
  • Bills of Sale
  • Licensing Agreements

The Technology

DocTech’s solutions work by digitally capturing, storing and indexing documents into a central document pool which can be securely indexed and filed against a case number. This enables staff working on a case to view all documents relating to that specific case. With version control, every member of the team can be sure they are working on the latest document version. Workflow is often adopted by our legal clients for ultimate document movement around the organisation.

We can seamlessly integrate into your back-office applications and other software ensuring minimal disruption and downtime. With options to host the software in the cloud or on premise, our solutions ensure that you remain fully compliant with all legal document retention requirements and laws. The costs can even be spread via a lease where desired and the cost of the system can usually be charges as per the admin associated with case costs.

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“DocuWare helps us securely store gift aid declarations and claim tax credits. The increase in income from tax credits alone has more than paid for the software.”
Richard Gardner, IT Systems Analyst for the Woodland Trust

Read about our success with The Woodland Trust in our case study here.

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Legal Document Management : Secure, Transparent, Efficient 

Easily Collaborate and Engage with Clients

A well-designed document management system provides a better service to your clients as it allows your clients to view documents online – clients can access information from anywhere at any time via an internet using their personal log in details – secure version control ensures that you and your client are viewing the same document.

Digital Mailroom

All documents and information, regardless of format, are accurately captured as soon as they enter your practice. DocTech scanning and document management solutions ensure that all incoming documents are stored, indexed and routed to the correct department, eliminating duplication of work and loss of data.

DocTech’s software portfolio enables solicitors and legal firms to comply with various regulations stipulated by:-

The Law Society
Solicitors Regulation Authority (SRA)
Bar Council
Chartered Institute of Legal Executives (CILEX)
Chartered Institute of Trademark Attorneys (CITMA)
Chartered Institute of Patent Attorneys (CIPA)
Intellectual Property Regulation Board
Council for Licensed Convenyancers
Association of Costs Lawyers, and more

The benefits of a document management system in the legal sector are:-

• Quickly access complete client files
• Simplified Court filing
• Reduced storage costs
• Managed document security
• Easier audits and compliance
• Streamlined version control
• Reduced manual tasks and admin
• Mobile access from anywhere at any time
• Consistent file structure
• Automated processes

For further information about 3rd party integration in the Legal Sector, please view our integrations page: Integrations.

Features & Benefits of DocuWare

From simple file management to full workflow solutions, document management software is the perfect solution for any organisation that faces an ongoing battle with storing documents and information.

Current DocuWare Users