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‘Why Document Management?’: Instantly secure and compliant document filing

07/09/2022 minute read OneAdvanced PR

In an ever-digital age with a greater emphasis on data protection and cyber security, law firms need to ensure that their documents are secure from threats online, and that data is only stored and used for its intended purpose.

Document and email management platforms, specifically cloud platforms, are quickly becoming the favourite of legal professionals around the world, with intuitive features that makes filing and searching for documents a simple aspect of casework, rather than a dreaded aspect of administration work.

In our ‘Why Document Management?’ series, we answer several questions around core facets of what you should consider when looking at document management systems, and how NetDocuments can provide you with the solutions you need.

In this section, we look at how document management systems provide an additional layer of security and therefore assist with compliance without doubt. Cloud solutions often offer advanced security and compliance options that organisations would be hard-pressed to replicate without significant investments and manpower.

Here are a couple of questions that we hear from firms when discussing how document management adds to your security and compliance:

How secure will our documents be inside your system?

Cyber threats are becoming increasingly sophisticated, and lawyers are a prime target for attacks.

According to the 2020 ILTA Technology Survey, law firms who have experienced a known breach increased by 29% in 2020 alone. While a DMS does not guarantee you will not experience a breach, it can offer features that reduce your organisation’s risk.

Leading solutions such as NetDocuments will provide multi-layered security approaches that offer internal and external risk reduction features, including:

  • automatic, layered encryption on all documents and emails;
  • data loss prevention;
  • need-to-know access; and
  • behaviour analytics.

They should also support features that can help you meet legal requirements, including GDPR and CCPA, and have both a platform and service that comply with trusted cloud standards and certifications such as ISO 27001 series and SOC 2 Type 2.

How quickly is your platform able to deploy updates to address new threats?

Cyber threats evolve at a rapid pace, which means if your software is out of date your documents are at risk of a breach.

A true-cloud document management system - where systems are not hosted on-site – such as NetDocuments, are best equipped to help you meet these challenges. Their architecture makes these systems well-positioned to swiftly build and deploy updates to protect against the latest threats without the need for a system outage. These small, regular updates also protect lawyer productivity as they need only learn a few changes rather than overhaul their processes.

Can your DMS support compliance standards within various geographies?

Just as cybersecurity is becoming more complex, so is compliance in various geographies. While legal teams must store files in compliance with local standards, they must also have the ability to work out of a single repository.

Leading document management solutions will provide geo-aware storage options to help your team achieve organisation, compliance and productivity regardless of which office they are working out of.

About NetDocuments

You can trust NetDocuments to remove the barriers to efficient document management and transform your documents into an efficiency engine for collaboration, productivity, and growth – without limitations or restrictions.

With NetDocuments you get market-leading features in a document management solution, including:

  • 24/7 access from anywhere
  • Security and compliance through the Cloud
  • Business transparency with NetDocuments Analytics
  • Customisable flexibility with purpose-built add-ons
  • Scalability through open APIs and integrations with multiple applications

As a NetDocuments worldwide Platinum Partner, Advanced are accredited to deliver, train, and support NetDocuments. As a first step, we will advise and support you in selecting the document management functions that can deliver exactly what you need.

Following implementation, our training team can deliver tailored onsite, remote, or online training sessions to ensure smooth user adoption. And you will always have access to our ISO-accredited support team who are available 24/7/365 to ensure on-going ease and efficiency.