Say the word document and record management to 10 different people and you will get 10 different definitions. Th reason for this is the words have come to hold many different meanings as we attempt to control physical and electronic documents in the workplace. Also, many vendors define their software as document and record management software even though they may only offer a few of the modules for a "comprehensive" management system.
Suffice it to say that the whole industry of document and record management is in a state of change. Additional features and pricing changes sometimes occur on a daily or ad hoc basis as vendors and customers try to figure out the best product solution and cost structure. Some of the common characteristics of a "comprehensive" document and record a management system will include:
- Storage of different document formats in a central depository (computer files, imaging, faxes, audio, video, e-mail, etc.)
- A Windows and web based interface;
- Controlling computer files such as word processing, etc.
- Controlling access to documents through security passwords, etc.;
- Maintaining a history of changes;
- Retention schedule;
- Archiving of old documents and restoration of documents as one needs them;
- Searching for documents by document profiles or other indexing and through full text searching;
- Labeling for paper files;
- Scanning and viewing of images of paper documents;
- Receiving, sending and indexing faxes;
- Accessing documents through a LAN, WAN or Internet;
- Providing for a customizable database such as SQl or Microsoft Access as a front end;
- Bar code tracking of paper files and documents;
- Sorting profile data of documents - such as author, client, etc. ;
- Publishing documents to an Extranet or Intranet for consumption by hundreds of workers;
- Routing documents through workflow systems;
- Marking up documents;
- Three-tiered systems; and
- Y2K Compliant.
- The reality of case and record management is that generally you will be controlling both paper and "paperless" information in your case. Much has been written of moving from a "paper" to a "paperless" office and litigation system and in spite of slow progress many firms hold to the goal. Part of the reason for the slow growth is that most software packages focus on control of the digital electronic format of the information but pay no attention to controlling and indexing the paper in your cases that is not converted to a digital format. The documents in the law office of today are on a mix of media such as paper, images, microfiche, etc. To solve this problem-integrated document record systems that control the paper and paperless information in your case need to be used.
- For example, Smeadlink. (www.smead.com) is an integrated document management software product that allows users to select from modules to meet their current needs while preparing them for the next generation of document management solutions. Smeadlink. users index, manage, use, and maintain documents, regardless of the storage media, in one software application. Smeadlink. is built around the Librarian which is the user interface and control center for all Smeadlink modules. All system functions are performed from this screen with the click of a mouse. Librarian's tabset and tabs visual metaphor is appealing and intuitive for the end user. It allows users to quickly switch to any system component. Librarian allows users to search for documents using a variety of search tools. Once a record is identified, users engage the viewer to display images, faxes, PC documents, e-mail, etc. Librarian is built around Microsoft Access. permitting the end user to customize databases for their particular needs.
- The other modules include:
- Imaging. Imaging is typically used for litigation documents, correspondence, internal documents and any other law firm or court document that needs to be available on-line. After scanning the indexed document users can search for documents using Librarian, and once a document is identified, users select the record and engage the document viewer.
- Fax Manager. It receives, stores, and displays faxes, and then can index and route the document to the end user. This allows users to filter out non-record material prior to inclusion in the document system. Fax Manager also allows users to fax document images directly from Librarian with the click of a mouse.
- Bar Code Tracking. It provides tools for efficiently managing the storage and use of hard copy documents (paper and microfilm) in law firms and in courts and they also can be used for inventory control. Using bar code technologies allows users to quickly perform check-in/check-out functions in record centers and libraries. No more lost or misplaced files. The current location of a document can be easily determined, and the document transaction history is displayed on the same screen.
- On-Demand Coded Labels provides the ability to produce color or black and white labels as needed that match the database record exactly. This module is ideal for creating customizable case file labels for case record centers, central file areas, or by the attorney's support staff. It can be used to create new labels or match labels already in use. Labels can include readable text, bar codes, and color-coded indexing bands.
- PC Files allows users to index and retrieve documents created on a PC in the document management system. The work product of lawyers can be shared or retrieved instantly.
- Workflow automates paper and paperless workflow in an office or court. The workflow of most cases is predictable and can result in significant timesaving if cases are not bottlenecked at some person's desk.
- Archive Manager selectively archives electronic case files and other storage materials based on retention schedules.
- Document and record management systems to control the paper and paperless information in our cases will become commonplace as we transition into this networked information age.