How does dbs Document Management help legal departments and law firms?
As a leading solution for electronic document management and workflow automation, Tessi Docubase allows you to organize, track and secure the various kinds of documents that need to be routinely managed in legal contexts. This will result in reduced costs, greater efficiency, and speedier resolutions.
Organizations in the legal sector have several specific documentary challenges due to their nature. For one thing, there is a large gamut of different document types, ranging from simple letters, emails, and notices all the way to complex contracts, expert reports, witness testimonies, and confidential criminal records. All of these documents must be handled in a manner appropriate to their purpose and importance.
Moreover, complex cases can lead to difficult-to-manage and bloated case files, increasing the possibility of documents being lost or misfiled. In addition, there are often strict deadlines associated with the filing of certain kinds of legal documents, which must also be kept abreast of.
All these sector-specific demands, combined with the formalities required in every business, mean that legal organizations can quickly get submerged under a torrent of paperwork. This can affect business turnaround times, employee morale and productivity, as well as client outcomes. Moreover, traditional methods of handling paperwork can increase the chances of various kinds of human error that could lead to expensive legal implications for you and your clients.
Using Tessi Docubase as your document management solution will empower you to do the following and more:
Retain the probative value of archived legal documents
For legal firms and departments, it is especially important to ensure that the storage and archival of a document does not affect its probative value, that is, its validity as evidence for a third party, the authorities or an auditor. To address this, Tessi Docubase takes into consideration standards such as AFNOR NF Z42-01 in order to store and archive documents. This ensures that a retrieved document can be guaranteed to be authentic and unaltered, and that its probative value is intact.
Maintain a central database that securely stores all documents.
Tessi Docubase ensures intelligently-indexed storage and archival of all kinds of documents. A document that enters the system can be easily retrieved with a few clicks. This means that you never lose a document. What’s more, this also means that legal staff can access contracts, records, and all other kinds of documents from anywhere within an office, or even on the go. Lastly, alerts and reminders can be associated with documents to ensure that no filing or other deadlines are ever missed.
Enable collaboration and secure document sharing.
Secure sharing allows easy collaboration among all the team members working on a given case. Tessi Docubase also features version control, which means that the entire history of a document can be inspected if needed. In addition, access controls allow you to determine the rights and privileges of users for sensitive documents such as arrest records and contracts.
Ensure regulatory compliance
The secure storage of confidential legal data requires that several different kinds of safeguards and guarantees be implemented. These include the use of unique user IDs, encryption, automatic log-offs, and audit reports that record hardware and software activity. Tessi Docubase has been built with such compliance in mind, and greatly simplifies the task of implementing these safeguards.