DOCUMENT MANAGEMENT SOFTWARE - Legal Industry

Mountains of documents and paperwork are unavoidable in any law office. Legal professionals amass volumes of evidence, affidavits, court documents and much more during the preparation and execution of a single case. Any mistake in the handling process could result in the failure to file a critical document in a timely manner and even jeopardize the outcome of a case. It’s safe to say that effective document management is perhaps the single most important strategic process a law firm can implement when organizing case material.

If you’re still using an old-fashioned paper filing system in your law office, you’re probably not managing your legal documents in the most efficient manner. Paper file storage takes up valuable office space, and the process of handling paper wastes valuable time. There’s also the issue of data security, which is less than ideal in a paper-based office setting. Fortunately, cost-effective file management software is readily available that can streamline and simplify the entire document management process.

Go Paperless with Rubex by eFileCabinet

Rubex, eFileCabinet’s legal document management software helps attorneys and office staff digitize, manage and most importantly, access critical data at a moment’s notice. From simple documents to images and video, Rubex by eFileCabinet expedites case preparation and improves organization, resulting in improved productivity and client service.

Our online file management product, Rubex, is hosted on the cloud instead of your office’s servers, which means you won’t have to purchase any additional computer equipment. There’s also a downloadable mobile app that enables you to view files and manage documents when you’re in court or on the go. Best of all, our online filing system will significantly reduce the amount of paper flowing through your office.

Law firms have their own unique needs for document management, including:

1.Scanning integration,2.Audit trails 3.Document retention,4.Full-text searching ,5.Scanning integration,6.Audit trails,7.Document retention8.Full-text searching.

2.eFileCabinet’s document management solution includes all of these and everything else a law firm would need to effectively manage office documents.

• Work at the speed of thought, but without human errors
• Automate redundant processes
• Save space and money
• Keep all documents and files in one place
• Waste less time
• Eliminate lost and misfiled documents
• Work from anywhere
• Facilitate compliance and ensure security
• Improve customer service
• Achieve a consistent file structure
• Securely share files of any size
• Control access and track files
• Fast track document turnaround
• Protect and expand your business
• Maximize your performance

Feature-Rich Document Management Offers Advantages

Today’s attorneys and legal departments are able to manage legal documents, resources, contracts, cases, and client files in a much more streamlined and simple manner than the traditional paper files that have been used over the last 2,000 years. Here are a few perks of a cloud-based, legal document management system that law firms should take advantage of.

• Streamlining Processes: Electronic Document Software (DMS) streamlines the process of document filing. Although any system is reliant upon employee’s compliance with document naming and filing protocol, DMS simplifies the process by providing folder and sub-folder templates that can be applied individually or en masse. DMS includes predefined or preset names for specific files, can automate retention, and provides for better protection of confidential information. DMS has centralized project management for everyone who needs to view files. This allows a law office to better manage and track legal documents.
• Lock Down Files: Through Role Based Security and encrypted files, Document Management Software does not allow for users to circumvent the system and gain unauthorized access to files. Further, through role-based security, users can view, retrieve, and access files based on the user’s need to know. This provides for confidential information lockdown.
• Full Text Searching (OCR) and Speed Searching, Including Indexing: Full text searches through optical character recognition (OCR) allow for documents to be searched based on the content of the documents, while Speed Searching is an intuitive search that associates the various key terms to a document. These terms are indexed, called metadata, and allow for immediate searching. Law offices process thousands of legal documents a year, and full text search capabilities allow attorneys and legal aides to quickly pull the correct version of a document.
• Audit Trails: Audit trails record who has worked on a document and made edits or deletions. It includes a record of when the document was accessed, for how long, which user accessed the document, and what they changed in it. This is a must for attorney offices who deal with legal documents including affidavits, depositions, judgments, and more.
• Document Versioning: Document versioning tracks versions of documents such as depositions, court filings, and other legal forms as they are updated and edited. This allows for users to view the changes and edit without requiring the renaming and creation of a new document. It allows for paralegals and attorneys to view previous edits if needed and to work with those previous versions.
• Document Retention: Document retention will automate the archiving of documents to secondary storage drives for older documents on a pre-set schedule. This saves valuable space on the main server.
• Secure Portal: Secure portals provide for safe transmission of legal documents between the courts, attorneys, clients, and other third-party participants. Email is not considered safe or secure. A secure portal provides a convenient, secure two-way path to share document and collaborate.

Reclaim Control of Your Files

The average file cabinet in a legal office contains over 10,000 documents, each one important and highly confidential. Most law firms and legal departments suffer from data overload. Rubex by eFileCabinet is the legal document management solution.

Pay Zero to See a Better Document Management Solution

A 14-day, no commitment trial is all it will take for you to see the power of intelligent organization.

Contact Us

Outpace Africa Solutions Limited

Email - [email protected]

Tel - +254 724 095 171