Signs That You Need Cloud Computing for Your Law Firms

Posted on: August 9th, 2016 by nexstepaz No Comments

The key for lawyers to maximize the benefits of file management systems is the automation of specific processes to make its use easier.  This is especially true if the law firm is currently not using any computerized system for file management.

More importantly, less technically savvy lawyers rarely have the time to study new systems and integrate it into their current work process.  How can cloud computing make the system work for law firms?

Not Just File Management

Cloud-based systems offer more functionality than mere file management.  The features include the ability for faster indexing and searching as well as automation of file paths to be used by the law firm.  These systems offer solutions in the form of document templates, version control, editing, and inclusion of electronic signatures.

Enhanced communication is included as there is no need to physically go to a client or colleague, everything can be done electronically.  Additionally, notifications can be sent once communication, documents, and other data is sent.  Other users are also informed when a document can be opened for editing or if another user has finished editing a particular document.

The great thing with this system is that attorneys can go back to previous document versions to see and compare the changes that have been made.  This minimizes the need to send the document back and forth as well as make it easier to get to specific files.  Therefore this solves the problems of having too many users, files, or manual processing of documents.

Manual Distribution

The traditional way of passing information around in a law firm is to carry a file case folder from one attorney to another.  When you think about it, this workflow does not really waste so much time.  However, the more attorneys involved, the more time is lost in the manual distribution alone.

This type of manual workflow limits the time that can be allocated to collaboration.  The more people involved, the possibility for errors also increases.  So if you are a growing law firm, automating the distribution process makes the workflow more efficient.

Managing Files

As a law firm grows, the more file it has to store.  Can you imagine the sheer volume you have to deal with in storage alone?  This is only a part of the problem.  The bigger issue is how to maintain the privacy of each client as your files start to grow.

The more files you have to deal with, the higher the security risks become.  This is because you will never have enough resources to secure everything in storage, making your information a target of breaches.  The more people involved in accessing the files, the more complicated the security and privacy issues become.

With cloud-based systems, management, security, and sharing of files can be done based on user permission levels.  This means that users will only be able to access files that they are cleared for.

Other Signs

Is your pool of attorneys doing a lot of the work by hand?  Or maybe many of the tasks are repetitive?  If so, this means that your workflow is severely affecting the efficiency of your law firm.  In these instances, proper automation can get the job done faster and more effectively.

Are your data stored in different servers?  This means that searching related information will take time since you have to go from one server to another.  Sharing of documents also become harder to do when data is spread out.  With cloud computing, all you need to do is to sync your system with the cloud and sharing of information can be done seamlessly and automatically.

How will you know if it is time for your law firm to go into cloud computing?  When you come to the point where your employees are doing more work manually, which can be handled more efficiently by your computer systems.  What is the solution?  How about implementing a management-free system designed specifically for lawyers?

Contact NexStep to help your law firm take advantage of cloud computing and maximize your law practice without the worry of data distribution and storage.

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