DMS Blog Series, Part 5 of 5: The NetDocuments Solution
Jun, 09, 2020
In this 5-part series, we’ve covered what a document management system (DMS) is (part one), why your firm needs one (part two), potential implementation roadblocks and solutions (part three), as well as questions you should ask when choosing a DMS (part four). So how can NetDocuments end your DMS woes once and for all?
A Cloud-Based DMS is a Better DMS
When choosing between a cloud-based or on-premises DMS, going to the cloud is the clear winner. Not only are cloud solutions easier to implement with lower upfront costs, but they are also more flexible, mobile, and secure for your team and clients.
“With the right implementation, cloud computing proved not only to be the natural decision in our search for state-of-the-art digital platforms, but also a very powerful tool to better serve clients and ensure a more fluent interaction among our teams,” says José María Eyzaguirre B., chairman of the Santiago-based firm Claro & Cia.
As a cloud-based document management system, NetDocuments provides a powerful solution designed specifically for the legal field. As the only true private, multi-tenant cloud on the market—not a hosted solution, NetDocuments allows users to access all the benefits of the cloud without compromising on security or reliability.
When you choose NetDocuments as your DMS, we take over the heavy lifting. That means you don’t have to worry about buying more servers, updating your software, managing security, or addressing IT issues that arise. We’ve got your back.
NetDocuments Offers Big Benefits
There are a variety of benefits that NetDocuments customers enjoy, including lower costs, higher productivity, better collaboration, stronger security, anywhere access, and more.
Reduced Internal Costs
A cloud-based DMS like NetDocuments drastically reduces the costs of document management. For those switching from physical document management, the costs of paper, printing, storage, and time spent searching and filing, are all but eliminated. On-premises system users will reduce the strain on their IT resources and hardware maintenance costs.
During the global pandemic, the value of the cloud has been huge: “I love that NetDocuments is cloud-based,” says Paula Semeyn of Dickinson Wright PLLC, “I’m not worried about servers that are in a location I can’t travel to! We had numerous servers tied into our previous DMS. I can’t imagine trying to manage all of them right now.”
Law firms deal with enormous quantities of information. When documents are dispersed through a physical filing system, or digitized in a platform that’s disorganized and difficult to use, it’s a huge strain on productivity.
On the other hand, with a DMS like NetDocuments, lawyers can quickly find and retrieve what they need, allowing them to stay productive and provide better service to clients. NetDocuments also allows users to template workspaces so that new projects fit seamlessly into the existing organizational structure.
“Users are consistently working more efficiently, and we receive positive feedback for migrating to NetDocuments,” says Sheri M. Stone, administrator at Aronberg Goldgehn. “The AI email filing feature … consistently gets kudos from our attorneys and staff as a time saver.”
When you need to collaborate, passing documents between various parties can quickly become a big problem. With various commenters and versions, it’s hard to keep everything straight. NetDocuments helps solve this problem by restricting document access so that only one person can make edits at a time, and all previous versions of a document are stored together so that you always know which is the most recent and can access other versions if needed. You can also easily and securely share documents within the team and with external stakeholders.
“The platform’s ability to share links and collaborate on documents has been extremely useful,” says Anand C. Mathew, partner at Palmersheim & Mathew LLP. Furthermore, “There’s no point in reinventing the wheel. Using the advanced search in NetDocuments has enabled our teams to quickly locate past matter content for reuse—significantly decreasing the time they spend on new work and increasing overall accuracy for our clients.”
More Secure—and Compliant
At NetDocuments, we understand the laws, regulations, and standards that law firms and legal teams must meet. We keep our platform up-to-date with the most current policies and requirements, and maintain numerous security certificates that you can take advantage of with pass-through compliance. Our security features include military-grade encryption, user access controls, data loss protection, and many more so you can have peace of mind that your data is protected at the highest level.
Work doesn’t just happen at work, which means you shouldn’t be tied down to the office or an unreliable VPN connection to get things done when you need to. NetDocuments understands the importance of flexibility in the modern workplace, which is why we’ve designed our platform to give you mobility across your devices so your experience is seamless, no matter where you are.
“The mobility of NetDocuments was a night and day difference [to other vendors], allowing us to access content remotely from anywhere, with any device,” says Ken Kroeger, CIO of Kutak Rock.
Once you’re a NetDocuments customer, you never have to worry about your version of the platform becoming outdated. We call it the benefit of inheritance: As the platform improves, you inherit those improvements in your instance of the software. There’s no additional effort required on your part—your experience just improves. The same principle applies to new integrations, protection against new security threats, and more.
Better for Your Team
While your firm will reap many of the benefits of a cloud-based DMS, your team members have as much to gain individually. With NetDocuments, work is just easier. Users spend less time searching for documents they need, handling administrative tasks, and fighting with a system that wasn’t designed for them. They’re able to work remotely without missing a beat. NetDocuments supports freedom, flexibility, and work-life balance for your team, helping them to be more productive and satisfied.
“Nobody has ever thanked me as much within the firm as they have been thanking me for the work we did in moving Claro towards the cloud,” says Ariel Mihovilovic, partner at Claro & Cia.
How NetDocuments Meets Your Needs
Choosing a DMS can be challenging, but we want to make it easier for you. In part four of this series, we provided a list of questions for you to ask each DMS provider you consider. Here’s a taste of what we’ll share with you when you ask NetDocuments:
Our Platform Exceeds Expectations
NetDocuments integrates with the most popular legal and business tech platforms, as well as offering many built-in features to help you work even more smoothly between systems.
We place a high priority on compliance and stay up-to-date with current laws, regulations, and certifications. Our security is top-notch, with military-grade encryption, user access controls, data loss protection, and more.
As we’ve already discussed, NetDocuments is designed to provide the mobility you need, so you can access everything whether you’re in the office or on-the-go.
Matter-centric organization is a standard feature of NetDocuments—the entire platform is designed with law firms in mind. You can easily search and filter results to quickly find what you need.
NetDocuments allows you to easily collaborate with internal and external stakeholders securely.
If you want even more from your NetDocuments experience, check out our additional tools and features, including ndMail, CollabSpaces, ndThread, SetBuilder, and ndOffice.
We Put Clients First
As a true multi-tenant cloud, we can get you started with a proof of concept within 1-2 days—unlike hosted solutions which will take .
Because we do offer a true cloud solution, your documents get migrated once, without ever being exposed.
NetDocuments’ average yearly uptime is 99.979%, and you can always check service status at https://trust-us.netdocuments.com/.
We will happily connect you with current customers who can give you an honest review of our platform and service.
What Our Clients Have to Say
Here are a few more benefits our clients have discovered while using NetDocuments:
NetDocuments is easy to use (and adopt).
“We researched various options and found NetDocuments to be the most user friendly and value-oriented.” - Sheri M. Stone, Administrator, Aronberg Goldgehn
“Intuitive by nature.” - Janet L. Bender, Firm Administrator, Maser Law
NetDocuments delivers expert implementation.
“At the end of a 6-month implementation process, we look back and could not be happier. We learned a lot through the process and had a flawless migration experience. The work was impeccable. The entire NetDocuments team has made a great impression on us.” - Ariel Mihovilovic, Partner, Claro & Cia.
NetDocuments makes remote work seamless.
“We have over 850 people working remotely and the NetDocuments platform has allowed us to continue to work in a collaborative fashion between ourselves and our firm’s clients without missing a beat.” - Jared Gullbergh, Senior Manager, Information Governance and Technology Service Management, Buchanan Ingersoll & Rooney P.C.
“Had we not moved from our old document management system to NetDocuments [before COVID-19], our firm would have faced a nightmare. We would have had a significant period of business interruption while we configured and implemented a way for everyone to access our clients’ files. With NetDocuments, we experienced absolutely no lag in productivity.” - Kathy J. Hamilton, Director, The Blum Firm, P.C.
NetDocuments helps you serve your clients better.
“[With NetDocuments,] our lawyers can work more efficiently and collaboratively and we’re working smarter. We have instant access, files are in the right place, and our response to clients is better as a result.” - Kate Laycock, IT Business Analyst, Shulmans
The NetDocuments Solution
There are a variety of ways to address document management challenges at your firm. But not all solutions are created equal.
The truth is, there’s only one true cloud DMS provider designed specifically for lawyers and legal professionals: NetDocuments.
To learn more about how NetDocuments can benefit your firm, contact us to talk to a business solutions expert at (866) 638-3627 or click here to request a demo.