For the most part, the legal process hasn’t changed much, nor has the law office and how it’s run, even with the advancement of modern computer technology. Many law firms see the benefit in transcribing their documents from paper to digital copies for document storage purposes; however, there are a few hurdles that keep them from completely converting their files. With the help of efficient document management services, these companies can sort out their documents and prepare them into secure files for safe storage, onsite or offsite.
According to an article in The Know List, one of the main concerns of law firms and the courts is the security of their sensitive files (remember that this is an industry where cameras are still banned inside courtroom proceedings). While it can be beneficial for lawyers and judges to share vital case information through email or the like, the risk of digital infiltration and theft of documents is still a very real concern.
The same article mentions that:
“Integrated technologies are changing the way documents are being handled. Electronic faxes, digital signature and Cloud based applications are increasingly being used. These however, should be properly assessed in terms of security and compliance to information integrity policies.”
The fact is the legal process exists based on set rules and regulations to ensure security and compliance to standards, however, these rules change or get updated to accommodate the application of new technology in the process.
Not every paralegal should have access to every case record on file. As in any professional industry, the legal profession, too, has levels of security where access to certain documents is restricted only to specific authorized personnel. As more information goes digital, security protocols should be enforced strictly, which makes hiring document management firms critical to protect company confidentiality, as well as improve information access and distribution within the company.
Legal documents aren’t always set in stone. Records can be modified, and if there are many people handling or working on a particular document, for instance, things can get quite confusing, unsafe, and vulnerable very fast. Thankfully, there are document management services that allow people to discern categories of certain files and how to access them, if they are authorized to do so. They can also determine certain versions of the files that have undergone approved modifications or changes.
Fortunately, excellent law firms can meet and overcome these challenges with the help of a trusted document management service provider. Firms like Spectrum Information Services work not just with law firms, but with other companies as well to help them use technology more efficiently in implementing smarter document management strategies.
(Source: 5 Major Information Related Challenges Faced by Law Firms, The Know List)