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What You Need To Know About Case Management Systems

By Author: Ryan Sparrow
Total Articles: 24

Law firm case management systems are used to store vital case-related documents and keep all of the case information in one single location which is simple to access. Rather than having the information here and there across several different desks, everyone involved in a case now has access to all of the relevant documents and can view them, amend them, make notes on both clients and cases, and track billable time.
Whether you are a single practice or part of one with multiple offices, there are several major benefits that law firm case management systems can provide. There is no doubt that cloud-based solutions are here to stay and are only going to become more and more used by law firms. One of the major concerns many lawyers seem to have about a cloud-based system is that of security, but in fact, a cloud-based system will be more secure than your present premises-based system.
Companies offering systems that operate in the cloud have to adhere to strict levels of security and also back up your data. They should be accredited to the International Security Standard, ISO 27001 and also accredited to Cyber Essentials. The latter is a government backed scheme which sets out minimum levels of security: it has the intention of preventing any breaches. The software companies that offer these programs back up your data frequently and do so in different places so that in the event of a disaster your data is still protected. These companies should also undertake regular penetration tests and be able to provide you with a report on the latest one that has been performed.
One great advantage of the cloud is that everyone involved with a case has access to everything concerned with it. This applies not only within the office but in multiple offices for the larger firms. It also means that everyone concerned can access information from wherever they happen to be, on a laptop, tablet, or mobile phone. So you can be on a train going to visit a client or travelling to a court, and instead of this time being valueless you can now be working on a case and earning fees. You can be carrying out dictation, work on documents, and bill time on the go, and some systems will automatically raise an invoice and send it to the client.
You can also save time with systems which provide document automation and creation functionality. Document automation ensures that all your documents look the same which helps to maintain consistency throughout all processes. In addition, another vital part of case management software is that it keeps you to deadlines. You get a single application which contains the to-do lists and tasks related to the case, and this ensures that nothing gets forgotten and everything is completed when it should be.
Case management systems also improve collaboration between all the various lawyers working on a case. Everybody concerned has exactly the same information and each lawyer has a direct communication with all the others so can discuss ideas on a particular point of law. This can lead to better results overall on a case, because all of the collective brain power is brought together into a single point.
Case management systems help considerably with organisation. There is probably not a lawyer in the country who can put his or her hand up and state that they have never lost a document. With a legal case management system, you cannot lose a document, because every single piece of information related to the case is in the same place. Some systems also have a client portal built in. This enables a lawyer to communicate directly with the client and get quicker access to information that may be needed about the case.
One other advantage of a cloud-based case management system is that you no longer have any worries about your server going down, or downtime for essential upgrades. So you save money on the hardware, and won’t need to call your IT expert at ten o’clock at night because something has gone drastically wrong. All that sort of problem is now taken over by the software supplier.
Resource Box: DPS Software has been providing law firm case management software for the legal profession for over 30 years and offers a cloud-based solution that is focused on what the user requires. All clients have the option to select only the services and products that they need.

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