No matter whether your law firm handles family law, criminal law, civil law, anything in between — your practice and the legal professionals you hire are held to a high standard when it comes to data privacy and security.
Reducing reliance on paper data and proper control and management of your digital documents can assist your legal practice by skyrocketing efficiency and ensuring strong compliance with necessary regulations.
While any industry can benefit from document management systems (DMSs), they are specifically beneficial to the legal industry. Legal issues are often complex, requiring deep research and the ability to track matters — and documents — as they change and evolve.
Searching through mounds of paper or a cumbersome filing system can take time, cost money in lost productivity, and expose sensitive data to theft or loss.
A DMS can help legal practitioners access the right files and documents with just a few clicks, allowing them to respond faster and communicate more efficiently with clients or other legal professionals.
Importantly, a DMS can provide compliance assurance and equip your practice with the kind of data security you need to keep sensitive matters private — and safe.
How Document Management Simplifies Compliance
The ability to respond to regulatory compliance issues factors heavily into the ability of your firm to avoid potential sanctions, fines, and contract breaches.
A DMS not only helps reduce the regulatory burden on overworked legal teams, it assists in promoting higher levels of productivity as well.
Legal practices are subject to an ever-changing variety of regulations regarding data security, including:
- Gramm-Leach-Bliley Act (GLBA)
- Sarbanes-Oxley Act (SOX)
- International Organization for Standardization (ISO) 9001
- Securities and Exchange Commission (SEC) Rules
- Payment Card Industry Data Security Standard (PCI DSS)
- Health Insurance Portability and Accountability Act (HIPAA)
- Food and Drug Administration (FDA) Compliance
Fortunately, there are multiple ways a robust DMS can protect data privacy and ensure compliance. These include:
Strong Permission and Authorization Features
Your best DMS will provide a host of permission and authorization features that will allow you to easily control who has access to files — and when. This is particularly useful as employees change positions, leave the company, or are re-assigned to a new case.
Another critical feature of a strong DMS, audit trail capabilities give administrators the power to track all movements through a document’s lifecycle — from creation to deletion or archival.
You will be easily able to view who has edited, retrieved, copied, or emailed a specific document, as well as track any number of actions related to individual documents.
Versioning capabilities are particularly critical for legal practices, as documents and associated data often undergo a number of edits and changes during their lifecycle. Versioning allows administrators to oversee and track the change history, ascribing each modification with a specific individual.
Data encryption is a crucial element of data protection. Most DMS’ offer both in-transit and at-rest encryption as well as other safety controls such as two-factor authorization, data loss prevention protocols, and integration with e-signature systems for convenience and ease of use.
Choose Verity Group for Document Management You Can Count On
Verity Group understands the challenges faced by legal practices in meeting the compliance standards of our ever-changing world of regulations.
Our document management solutions are custom-tailored for the needs of the legal industry — and to meet your practice’s most pressing challenges.
Through our robust solutions, you will be able to simplify and solidify compliance with regulations, reduce reliance on cumbersome paper-heavy workflows, and provide your legal professionals with the fast access to data they need to work at their highest levels of productivity.
Our document management platforms can help your team capture, manage, access, and secure documents and share them across multiple locations — safely. We help eliminate redundant efforts to maximize information flow and allow the kind of collaboration that promotes fast, accurate work results.
Best of all, these solutions are tailored to reducing the burden on your in-house IT team, or removing the need for an in-house team altogether — resulting in a high level of cost savings and better use of employee time.
Ready to move your practice to the next level of productivity and compliance? Contact Verity Group today and discover how our document management solutions can help improve workflows and increase data security.