Document Management for In-House Legal Teams

In-house legal teams are unique in many ways. For example, instead of serving a mix of clients, they’re dedicated to the legal representation of their organization.

Another unique attribute is the in-house team’s need for legal-specific and comprehensive in-house legal document management system.

In-house legal teams, by default, are often “stuck” with whatever corporate tools the organization uses, from on-premise file servers to Outlook. These tools are often not enough for the robust document management requirements legal teams have, however. Plus, what works for the broader organization may not work for the legal team. 

In-house legal departments often have more sophisticated needs when it comes to managing documents, email and other content.

Luckily, there’s a solution: choosing cloud-based document management for your In-House Legal Document Management System (DMS).

In this guide, we’ll discuss everything you need to know about document management, from common storage methods to finding the right DMS for your team.

You’ll walk away understanding what a DMS is, why you might need one, and your next steps (including how to convince management that you need better tools). 

Let’s get to it.

Some file storage methods have become the default for larger organizations that need to manage and store millions of records, customer data, and files. While there are redeeming features of these methods, they don’t quite fit the bill for legal teams.

Not sure if you need something more for your in-house legal team? There are several symptoms you should be on the lookout for that highlight your need for a better file storage solution.

Do you often need to search for case-specific files inside multiple tools?

For example, you might have to search Outlook for case emails and the server for documents. You may even have moments where you have to reach out to other team members to determine where they saved a specific file.

All of this eats up time that could otherwise be spent on more pressing tasks.

Centralizing all of your files into a single system results in a “single source of truth” for easy collaboration and enhanced efficiency.

If you’re currently using a simple cloud-based storage tool or server, you’re probably also using a file-and-folder system. For example, all matter files will be stored inside a matter-specific folder.

While this starts as organized enough, things can go south quickly.

Folders can be named incorrectly, documents can be placed into the wrong folders, and files can disappear. A matter-specific system will enforce a matter-centric hierarchy for all files, keeping them organized and available.

Regardless of the specific tool you use, we recommend adopting and enforcing a tight organizational structure for your legal departments matters and documents.

We recommend a consistent structure of folders per matter or project, with uniform sub-folders for different types of documents.

It’s no secret that legal matters result in a massive number of files.

Unfortunately, many basic storage systems don’t give you the ability to search through all of your data. This means finding that critical email from six months ago might be an impossible task.

An in-house legal document management system can give you access to Google-like search capabilities. This means you’ll be able to find everything you need quickly.

If you’re struggling with any of the above, there’s a simple solution: an in-house legal document management system, also known as a DMS. 

What Is a DMS?

A DMS is a system that stores your legal team’s documents and provides a comprehensive set of tools to organize and manage them.

Not only does a DMS provide organized, matter-centric file storage, but it also provides the tools necessary for search, annotations, versioning, access management, and so much more.

A DMS offers everything you need to properly manage all of your legal files, from basic emails to hundred-page contracts.

To understand the difference between a true DMS and server or cloud-based storage tools, we must dig into the features found inside a DMS.

Although features will vary between tools, there are several standard features of true document management systems, including:

Sidebar: The Importance of Email Management

Oftentimes, the email management tools used by the organization as a whole don’t meet the needs of your legal team. You need the ability to save emails to a specific matter or project. You also need to be able to share emails with others inside of your team alongside case documents.

Unfortunately, saving emails can be a clunky process.

And it’s often forgotten.

You can prevent this by using an in-house legal document management system with email management capabilities. Typically, a DMS will integrate with services such as Outlook via an add-in.

This makes it simple to save emails to specific matters with just one click.

A DMS can truly transform your processes by providing seamless and efficient document storage and management. Fortunately, there are many options out there to choose from. Your next step is to evaluate and choose the right one for your team.

Here are 5 Questions You Should Ask When Evaluating Any DMS Tool:

To ensure the tool fits the bill, get your team involved in the selection process. Ask them questions such as:

• What document storage and management processes would you improve?
• What features would make your day-to-day job easier?
• Which features are must-haves and which ones could you live without?

Make a list of the features you need and compare each tool. Which ones deliver the capabilities that will truly impact your team

Related:

Need help? Still not sure which in-house legal document management system is right for you? Our team can help.

We’ve helped hundreds of internal teams just like yours move to the cloud. Reach out to us.

Addressing the pivotal concern, when advocating for a Legal Document Management System (DMS) within your organization, the internal legal team bears the crucial task of convincing upper management of its necessity.

A primary point to underscore is the specialized nature of a legal DMS, designed specifically for the legal department’s use.

This distinction ensures that the adoption of a legal DMS will not disrupt the existing workflows or systems utilized by other departments. It assures that the integration of a DMS into the legal team’s operations will not necessitate significant downtime or adjustment periods for the rest of the organization. The seamless incorporation of a legal DMS underscores its non-intrusive benefit, allowing other teams to continue their operations unaffected.

Equally vital is articulating the unique needs of the legal department that are currently unmet and how a tailored DMS is essential in addressing these gaps.

The legal team, much like any specialized department, requires tools that are specifically designed to support its unique workflows and challenges. Highlight the specific functionalities that a legal DMS would bring to the team, such as matter-centric organization, advanced version control, and efficient email management, among others.

These features are not just enhancements but are critical in optimizing the legal team’s effectiveness and efficiency. By drawing parallels to how other departments leverage specialized tools—for instance, marketing departments with graphic design software, and sales teams with Customer Relationship Management (CRM) systems—you underscore the necessity of having industry-specific solutions for each department’s success.

In advocating for a DMS, it is crucial to present a clear, concise case that emphasizes how such a system is not merely a luxury but a critical investment in the legal department’s future productivity and the organization’s overall risk management strategy.

This approach not only highlights the practical benefits of a legal DMS but also aligns its adoption with the broader organizational goals of efficiency and specialized excellence.