In the legal industry, delivering value to clients is the name of the game. Deliver high value and succeed. Deliver less value and business wanes. An important part of delivering high value is productivity and organization. Organizing, finding, and managing client data and research work shouldn’t have a negative impact on your firm.
DocumenTools improves organization and helps your firm deliver more value through increased productivity. Don’t let organization and document management impede your team’s ability to deliver value to clients.
Legal professionals don’t have the time to waste looking for the latest revision of a document. Each minute wasted is billable time flushed right down the toilet. DocumenTools makes documents and briefs easy to find so each associate and partner can be the most productive.
Another awful problem is working from the wrong revision. If attorneys pull and work on a superseded revision, their effort may be a complete waste of time. If it is a complete waste, the firm eats the cost or passes it on to the client as the least value-added time ever. Don’t be that firm.
If edits to the wrong revision are salvageable, someone will have to spend time to rectify the edits which is the second least value-added time ever.
DocumenTools also has workflows that help your firm process documents and execute review and approval workflows. Both small and large firms benefit from the increased control and visibility that DocumenTools allows.
Security
Handling sensetive data such as agreements, case files, motions, pleadings, evedential records, and contracts are a fact of life for legal professionals. Many of these documents are time sensetive and confidential – that means you need to be able to find these items quiclky and ensure their security. The last thing your firm needs is for sensetive data and documents to end up in the wrong hands or broadcast to the public.
DocumenTools has incredible security features. These features include unique logins and passwords, encrypted connections (SSL), role-based permissions, and state-of-the-art datacenter security. All of these features protect your firm from potential embarrassment and client loss.
Workflows
DocumenTools workflows help legal professionals need to circulate documents internally for reciew and approval using the squad check features. The squad check features allow multiple reviewers to comment and markup documents while saving each reviewers markup individually. The approver can consolidate comments and review each reviewer’s notes at one time. This saves valuable time by allowing reviews to be conducted in unison. It also improves the quality of the document since the approver can see each reviewer’s markups at the end of the process.
DocumenTools also supports additional workflows such as document distribution and transmittal workflows. Document distribution workflows send a document to a recipient and the recipient acknowledges the document which adds an acknowledged disposition and a time stamp. Transmittal workflows are effective in transmitting files to third parties, such as regulators, partnering firms, and even clients.
Each interaction in these workflows is recorded against the document to build a document history and audit trail for increased accountability.
Scalable
Both large and small firms can use DocumenTools to improve standardization, storage security, workflows, and access to legal files.
Numbering and Metadata
Organizing legal documents can be a bear of a task. DocumenTools can help institute and enforce standard document numbering schemes across the entire firm or class of cases. DocumenTools allows firms to add pertinent metadata such as client name, filing date, revision date, case number, key points, matter, trial date, etc. to documents or document groups which aid in reference, search and filtering.
Reliability
Legal documents have a long lifecycle, with some documents staying around for months, years, or decades. DocumenTools datacenters have redundancy built in, so if something happens to one datacenter (think tornado or hurricaine), your firm’s data will be intact and continuously accessible in a separate datacenter. All hardware and computing devices are replaced periodically to ensure no data loss.
Honestly, documents and files that live in the DocumenTools system are far safer from theft, damage, or loss than in a local network drive.