In the digital age, law firms face an ever-increasing volume of information that needs to be managed efficiently and securely. Document management systems (DMS) have become vital in addressing these needs, transforming the productivity landscape for legal professionals. But if your firm invests heavily into a DMS and then neglects to offer DMS training for law firms, how do you expect to fully utilize your fancy new tool? Not only will your ROI plummet, but you will be completely undermining the very goals you set out to achieve: efficiency, security, organization, and more.
In this article, I’ll share some of the reasons that firms invest in a document management system, and I’ll make a strong case for DMS training for law firms. (I mean, would you expect me to do anything else? Savvy offers training on all of the most popular DMS platforms, and we are certified training partners on both iManage and NetDocuments.)
Why are Law Firms Investing in Document Management Systems?
Productivity Powerhouse
Law firms are traditionally known for handling large volumes of documents. A DMS streamlines the organization, storage, retrieval, and disposal of these documents. The centralization of data that a DMS provides ensures that attorneys and their support staff can find what they need swiftly, fostering an environment of efficiency. This cuts down on time spent searching for documents, allowing lawyers to focus more on client service and case strategy. However, if you have inconsistent use of the DMS, with people filing or storing under different protocols, it undermines your firm’s productivity. This is a critical reason that you need DMS training for law firms.
Bastion of Security
The sensitive nature of legal documents means security is paramount. A DMS offers robust security features that protect against unauthorized access and data breaches. Encryption, access control, and audit trails are part of a DMS, ensuring that confidential client information remains secure, which is not only a matter of professionalism but also of compliance with legal industry standards and regulations. Again, though, if your employees aren’t using the DMS properly, you risk exposing sensitive client documents. At the very least, you should be offering DMS training for law firms to every new hire so that they quickly adopt firm protocols.
Key Features of a Robust DMS:
- Document and Email Management: A DMS organizes documents and emails into a cohesive structure, making retrieval straightforward.
- Collaboration Tools: Using a DMS, attorneys can work together on documents in real-time, reducing the need for back-and-forth communications.
- Security and Governance: Most document management systems offer granular security controls, ensuring only authorized personnel can access sensitive information.
- Knowledge Management: The system allows for the creation of knowledge libraries where firms can store and access precedents, research, and other intellectual property.
- Mobile Access: Lawyers on the move can access documents in the DMS securely from anywhere, which is indispensable in today’s mobile world.
Implement Training to Leverage Your DMS Investment
As noted earlier, the effectiveness of any DMS is contingent on the skills of its users. Implementing iManage or NetDocuments without a comprehensive training program can lead to underutilization of its features and a poor return on investment.
Why Include DMS Training for Law Firms in Your DMS Rollout?
Training ensures that staff can use your new DMS to its full potential from the outset. Training also mitigates the resistance to change by empowering users with knowledge and skills, thereby smoothing the transition to the new system.
The Necessity of DMS Training for New Hires
Incorporating DMS training into new hire orientations ensures that all members of the firm are equipped with the necessary competencies to use the system effectively. It fosters a culture of efficiency and security from the very beginning of an employee’s tenure.
The Advantages of Regular and Advanced DMS Law Firm Training
Regular training on the fundamentals keeps all users aligned with the best practices, while “super user” trainings create in-house experts who can support their colleagues and leverage advanced features of the DMS, further enhancing productivity.
Crafting a DMS Training Program: From Launch to Continuous Education
A DMS training program should be comprehensive, starting from the initial rollout and continuing through the lifetime of the system’s use within the firm.
1. Pilot Group Training
- Objective: Test and refine the training process with a select group.
- Method: Intensive sessions with feedback mechanisms.
2. Launch Training
- In-Person Training: Interactive, hands-on sessions.
- Remote Training: Webinars and virtual classrooms for off-site employees.
- Floor Support: On-the-ground assistance post-launch to address immediate queries.
3. Refresh Training in the First Year
- Objective: Reinforce learning and correct any misuse or misunderstanding.
- Method: Short sessions revisiting key features and introducing advanced functions.
4. New Hire Training
- Objective: Bring new employees up to speed with the DMS system.
- Method: Integration into the orientation process, covering essentials to proficient use.
5. Ongoing Trainings Annually
- Fundamental Training: Regularly scheduled sessions to revisit core functionalities.
- Super User Training: Periodic advanced training for selected staff to deepen expertise and assist others.
DMS training for law firms is a strategic investment in the firm’s operational excellence. By enabling all team members to effectively use the system, a firm maximizes its investment, ensuring that productivity and security are always at their peak.
Savvy Offers DMS Training for Law Firms
As I mentioned earlier, Savvy offers off-the-shelf and customized DMS training for law firms. We are certified training partners on both the iManage and NetDocuments systems. Would you like to learn more about DMS training for law firms? Book a chat today using Calendly.