Six Steps to Better Legal Document Management

Legal professionals in today’s fast-paced world often struggle with managing documents efficiently, even in the most organized small law firms. With a mix of digital and hard copies, along with multiple versions of documents, accessing the necessary information can be challenging. Additionally, the task of copying and pasting client details across various forms can further complicate matters. However, document creation remains a crucial aspect of winning cases, keeping clients satisfied, and facilitating effective communication within the firm.

The good news is that streamlining legal document management no longer has to be a daunting task. By leveraging the right tools and legal document management solutions, law firms can enhance their functionality and streamline their processes by going paperless and sharing documents digitally. Here are six ways in which your law firm can develop better document management solutions:

## Before & After Implementing Legal Document Automation

Implementing legal document management software can make a significant difference in the efficiency of legal professionals. Real-time access and control over documents can eliminate inefficiencies in document management processes. To learn more about the benefits of legal document automation, download our infographic now.

## What is legal document management?

Legal document management involves the creation of contracts, motions, letters, and other documents that are essential in legal practices. However, manual creation of these documents can consume a significant amount of billable hours. Legal document management software with automation tools offers plug-and-play capabilities that were previously unheard of. By utilizing legal document management solutions, lawyers can input client data and automatically generate the required documents. This software uses templates and data fields to quickly produce customized legal documents tailored to each client’s needs.

To enhance your legal document management system, follow these steps:

### Step 1 – Identify the documents that your firm uses regularly

Start by identifying the documents that your firm uses frequently. Compile a list of these documents, noting their frequency of use, the individuals responsible for completing them, and the steps involved in their creation.

### Step 2 – Make digital document templates

Create digital templates for the identified key documents. This step will save time, reduce errors, and improve version control. Ensure that each template is checked for accurate information, standard formatting, and metadata consistency.

### Step 3 – Empower your clients to sign documents digitally

Offer secure digital document signing options to clients. Tools like DocuSign enable real-time client service without the need for in-person meetings. Ensure that your templates are compatible with digital signing tools for client convenience.

### Step 4 – Create a centralized legal document storage system

Organize existing case documents into a centralized storage system. Sort files into secure platforms like Dropbox or Google Drive, create subfolders for each client, and include contact details and signed forms. Review and file important client communications for easy access.

### Step 5 – Use Smokeball to keep everything in one place

Smokeball’s legal document management solution integrates with existing tools to efficiently store and manage documents. Ensure compliance with regulatory standards, data security, and protection against data breaches. Offer secure document storage and access for your entire staff.

### Step 6 – Standardize your legal document management process across your entire firm

Develop a firm-wide process for managing documents. Ensure that all team members use the same management tools, templates, and secure document systems. Consistency is key in providing efficient client service and winning new business.

Ready to automate your legal document management systems? Smokeball offers a seamless process for managing and storing legal documents, maintaining audit trails, and providing easy access for your team. Transform your practice with key features like calendaring, email management, search capabilities, and case management software. Discover how Smokeball can make your legal practice management more efficient and effective in winning cases.

### FAQs

1. What are the benefits of using legal document management solutions?
Legal document management solutions offer improved efficiency, reduced errors, enhanced version control, and streamlined processes in creating customized legal documents.

2. How can digital document signing benefit law firms?
Digital document signing enables secure and confidential client interactions, speeds up document workflows, and eliminates the need for in-person meetings.

3. Why is centralized legal document storage important for law firms?
Centralized document storage ensures easy access, organization, and security of case documents, client information, and communication records.

4. How does Smokeball help in automating legal document management?
Smokeball integrates with existing tools to provide efficient document storage, management, compliance, and data security for law firms.

5. Why is standardizing document management processes essential for law firms?
Standardizing document management processes ensures consistency, efficiency, and improved client service across the entire firm.