Document Management for the Legal Sector

The legal process can be long and time consuming with large volumes of case files and additional information created in every client case. The organisation and availability of these documents is essentials for the successful completion of your client caseloads. CMS provide a full document archiving, scanning and retrieval system for paper based case files. This also extends to ongoing documents as part of a workflow system.

The document management solution supplied by CMS can be fully integrated into Microsoft application such as Word, Excel, PowerPoint and MS Outlook to provide ease of use and quick retrieval of documents and files created in these formats.

Below are some of the highlighted benefits of electronic document management for the legal departments within organisations and other legal professionals.

Version Control

Edited versions of Word and Excel files are kept in a structured order to show revised information with the ability to roll back to a previous version if needed. This ability to control updates on a document will show a virtual “paper trail” of all changes and additions.

Audit Trial

The ability to monitor stored legal documents is of paramount importance, specifically in the areas of accountability for the information stored. The Audit Trail facility within our document management allows you to list all the users and see what, when, why and how they viewed a stored file.

Legislation has been introduced over the last two years in the wake of several high profile corporate bankruptcies. By legislating the accountabilities of a business, it is hoped to strengthen the regard and facilitate the use of good data systems.

Regular auditing, disclosure requirements and the creation of new federal crimes which could include fines or prison terms, form part of the Sarbanes-Oxley Act, for example.

Space Saving

One of the most visible benefits to electronic document management is the ability to reclaim dead storage space. The newly scanned documents do not need to be stored in large filing cabinets, therefore this space can re-utilised in a cost efficient manner. Storing large volumes of documents can now be controlled in a small office environment.

Redaction for Freedom of Information and Data Protection

Redaction is required to conform to Freedom of Information requirements and The Data Protection Act. Within these 2 fields of disclosure, certain personal or private information will need to be removed before sending the edited (redacted) version to the requestor, whilst maintaining the documents original data.

Data Protection – Information must be provided from electronic documentation to satisfy requests, and within the rulings that apply to your country, you must comply. Not all information is subject to disclosure however. By using Rapid Redact, confidential information pertaining to individuals or businesses can remain just that – confidential.

Freedom of Information Act 2000

The Freedom of Information (FOI) Act was passed on 30 November 2000. It gives a general right of access to all types of recorded information held by public authorities, with full access granted in January 2005. The Act sets out exemptions to that right and places certain obligations on public authorities.

A 30 day trial of Rapid Redact is available to download from here.

For further details of Document Management for the legal sector, please contact CMS Software using the details on our contact page.