Best Legal Document Management Software in 2024 (Reviews) (2024)

Why You Should (Probably) Implement Cloud-based Legal Document Management Software

In this article, we’ve done our best to explore all legal document management software strategies from a neutral, unbiased perspective.

The truth is, however, that for most law firms, life is better in the cloud.

In the past few years, as firms have transitioned to the cloud from traditional document management systems – particularly premises-based server systems – the effect on productivity, service levels, and general efficiency has been profound.

Almost all law firms see the benefits of locating, accessing, creating, editing, saving, sharing, and storing documents more effectively by the transition to the cloud – in the process providing greater flexibility, data security and IT efficiency.

Such is the transformational power of cloud-based legal document management software that it has been a key differentiator in the success of many law firms that have made the switch.

We believe it is no exaggeration to say this: Law firms that have taken the necessary steps to modernize in this way have been able to spend more time on winning cases for clients and less time on administrative and IT headaches.

Let’s be more specific about these benefits.

We could write a novel on the benefits of cloud-based software and file storage. For this overview of legal document management software, we’ll cover the top 6 benefits of implementing a cloud-based Document Management System.

1. Data Security

With the proper law firm Document Management platform, your data (firm data, client data) is orders of magnitude more secure than it would be sitting on your in-house file server. A reputable document management system for small law firms will include:

• Complete Data Encryption In-Transit
• Complete Data Encryption At-Rest
• Multi-Factor Authentication (MFA)
• Geographically Redundant Backups / Data Centers
• User / Group Permission Management

Compare this level of security and compliance to your own server in-house (even an expensive, well-maintained on-premise server infrastructure).

Cloud-based tools provide all the security you’ll need, often out-of-the-box.

2. Work Anywhere

It’s obvious but worth stating: Cloud-based legal document management software will enable your entire firm to work anywhere. Your team members will have the exact same access to client, matter and firm documents at home as they would in the office, without sacrificing security.

In today’s hybrid work environment, it’s more important than ever to give your team the tools they need to serve your clients, anytime, anywhere.

Related Video:

Law Firms: Why You’re Struggling to Work from Home

As you start to appreciate and even enjoy working from home, or anywhere else, another opportunity opens up for you.

Virtual Law Firms are more viable than ever before.

With the correct software and technology strategy, you can enjoy benefits such as flexibility, cost-effectiveness, and overall happiness for your firm and your clients.

Learn more below.

3. Reduced Risk of Data Loss

With server-based setups, it’s easy for data loss to occur if the backup procedure is not followed, breaks down, or if there is a server problem.

With a cloud-based system, there is no single point of failure. By storing documents in the cloud, data loss risks are lowered because the provider stakes its reputation on providing a stable, robust, and secure platform.

With cloud-based document management systems, your data will be automatically replicated and stored across multiple, geographically dispersed data centers.

If you keep all of this in mind while considering the graph below, you can conclude that with each subsequent year that you own a server, you assume more and more unnecessary risk.

4. Lower IT Costs and Fewer Headaches

Server-based document management systems require considerable IT oversight.

A law firm’s functionality depends greatly on being able to reliably access, create, and collaborate on legal documents. IT consultants regularly need to be called in to ensure everything is functioning smoothly.

Headaches and hiccups with server maintenance are common. This can get expensive, especially for smaller law firms. What’s more, IT problems are a huge distraction, keeping law firm managers from focusing on growing their firm and serving their clients.

With cloud-based legal document management software, there are no servers to own or manage and no software to install and keep updated on each of your computers.

While the ongoing headaches and costs are good enough reasons to consider a virtual desktop over an on-premise server, let’s also remember the typical upfront costs of just a few on-premise servers. Keep in mind – servers incur ongoing costs, and the higher your company scales up, the more servers and cost you will have to take on.

5. Save/Manage Emails in the Same System as Documents

For many law firms, email management alone is enough to make the jump into a Document Management System for small law firms. With the right law firm DMS, you can quickly save and file relevant emails to the appropriate matter, right from Outlook.

Then, all documentsand emailfor any given matter is neatly stored in one place, searchable and accessible to your entire firm.

6. Software Updates are Automatic

As is the case with any cloud-based software, cloud-based legal document management eliminates any need to manually update software on your server(s) and desktop computers. Cloud software publishers typically release new features (and bugfixes) on a routine basis, with no action required from you.

7. Scalability

Cloud-based software, and in particular cloud-based legal document management software, are infinitely scalable. Need more space for a big case you just took on? Chances are you can add storage in minutes. Have five new people join your team? Add them to your software and they’re up and running. All without the need to pay for expensive server infrastructure upgrades.

Conversely, if your needs decrease, with most cloud-based Document Management applications, you can scale resources (storage, users) down as needed, and pay only for what you need.

Closing the Loop

We hope you found this guide on finding the right document management system for small law firms helpful. If you have any questions, would love some guidance, or want to talk through your options, please feel free contact us.