The legal profession produces an extraordinary amount of paperwork, and there is no telling when the various files and information will be required. Often, you will need to keep hard copies from a retention standpoint, but trying to hunt through hard copies is time consuming. Handling all the required signatures and other aspects also introduces room for human error. Finding the right system for document management for courts can keep significantly improve documentation handling for all legal professionals.
Many cases will go through multiple revisions, and it can be incredibly difficult to track the latest version of a case file. Document management for courts is critical at this point because you must have the right documents for signatures. Human error at this phase can have serious repercussions.
Scanning of Hard Copies
Signatures are required for almost all legal documents, but you don’t want to have to search through them when you need to review information. Getting the files converted and saved into a document management system designed for courts gives you easy access to the final copies of the files that were filed with the court. This is true even when there are requested modifications or addendums for a final decree. With these systems in place it is easy to locate a copy of the final order to start making those changes. With tens of thousands of documents, having electronic copies of the files will significantly reduce the amount of time required to start reviewing a case. Hiring professionals to perform the conversion will save both time and energy as well.
One of the biggest concerns with making the switch to electronic documents is that the files might get hacked or accessed by those whom you don’t want to see the files. The right types of document management systems are designed to support for courts and will provide you the controls you need. They have the necessary security measures built in in order to ensure that your files are secure from malicious use. Security is one of the biggest reason to use a robust document management system.
Disaster Recover Planning
What happened today if your records storage center is hit by a tornado or a flood? Digitizing your court records means that in the event of a natural disaster, you have secured copies of all your legal documentation. Your provider can help establish the right backup schedule for your system, ensuring that your files are continually backed up for access later.
Easier Retention Tracking
Documentation retention periods are very specific in the legal profession. Certain types of documents must be held for a specified period before they can be destroyed, or in some cases released to the public. A document management system provides an improved tracking mechanism for legal documents because you can set alarms and dates on the files. You can provide information on what is in the files, which dates must be met for retention, and the final date that a file must be held.
It also gives you the tools you need to pull records and data from the system so that you know how many different types of files you need to retain through the end of each month or year. This can save a considerable amount of time and energy as manual tracking is both clumsy and increases the odds of human error. If someone errs in entering a date for a document type, the system can provide a warning or require verification before moving forward. This extra step can mean the difference between staying compliant with the laws about document retention and inadvertently destroying a document too early.