Case Management vs Document Management
It’s important to know the difference between CMS and DMS, and which one will benefit your firm accordingly. A Case Management Software flows smoothly with how law firms are set up to operate. Usually CMS’s have everything you need in one spot as far as a case would go, example being billable hours, notes taken, contact information, and even scanned documentation.
Document Management Software, or DMS’s work well for organizational purposes and also keep your information in one spot, but they aren’t set up specifically for law firms. DMS’s are helpful with organizing billing, document filing, and organizing contacts.
Pros of Case Management Software
Organized information all in one central location
- With employee overturn, employees info won’t get lost
- No paper documentation needed
All in one system
- No need to find other programs with compatibility issues, since everything can be done in one system.
- Also tracks emails, and updates cases accordingly for other attorneys to review
- Tracks hours
- Ability to create schedules and edit calendars
- Organizing cases and documents can be done in no time, freeing up paralegal staff and allowing them to focus on other tasks that may be more important
Safe and Secure
- Case Management Systems abide by HIPAA compliance, and are confidential, which are handled by your CMS’s security team outside of your firm.
Cons of CMS’s
- Of course, there are costs involved in not only getting your software up and running, but usually a monthly or annual fee.
- Costs fluctuate based on how many users you have as well.
- Not only will it cost you monetarily, but don’t forget the time needed to get your firm trained properly in the software. Remember, all of these costs will seem small and truly pay off when you’re going to save so much more time in the long run.
- Although not many people may disagree with a case management software, you’re going to unavoidably have some staff that might be totally against this move.
- Find a tech-savvy staff member who can help assist with the change
- Having someone in house to become a master of your case management software will help when anyone has any questions with the new product.
The Transition period
- Transitioning into a new system all together is going to take time. Try having a soft deadline date and give yourself some room and some extra hands, if possible, to move all of your information into the new system.
- It’s wise to keep some of your old systems in place, at least until everything is moved over and everyone is fully and properly trained.
- IT companies often do temp work for situations like this, and if they’re versed in the software, they’ll be able to help you with on-boarding.
Put it in the Sky
Data breaches are a very real worry these days and it’s more important than ever to secure your work. Ransomware is a huge threat and it can cause some serious damage to businesses, and has even forced some to shut their doors entirely. Moving your law firm to the cloud takes away the pressure of securing all documents and making sure no breachers can access your practice’s information.
Cloud companies such as Rekall provide HIPAA compliant maximum security for law firms nationwide. Working from the cloud allows users to work from virtually anywhere as long as they have some sort of internet or Wi-Fi connection. Attorneys can work as if they were in their office from the road, in court, at home, or even from their phone or tablet.