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Document Management for Law Firms
by NetDocuments
NetDocuments is a leading cloud-based document management system (DMS) built specifically for legal workflows. NetDocuments helps law firms and corporate legal departments create, revise, organize, store, find, and share documents efficiently and securely.
Best-in-class capabilities of NetDocuments optimized for legal practices include email management, document set creation, and extended collaboration tools.
Houston Networks can provide expert guidance to help you plan, configure, manage, tune, or troubleshoot a DMS solution based on NetDocuments. We can also help you plan and implement an efficient IT ecosystem that seamlessly integrates cloud-based, on-premises, mobile, and at-home resources so your company can maximize the business value of your NetDocuments deployment.
Features and Components of NetDocuments Document Management System for Law Firms
NetDocuments features built-in support for workflows common to legal professionals. Advanced features include matter-centric design for organizing and locating documents and email, full-text indexing of all documents for fast searches, predictive one-click filing of email and attachments, seamless integration with Microsoft 365 and Outlook, native support for mobility and at-home workers, auto versioning, and support for OCR technology, PDF documents, and JPEG files for filing and searching. NetDocuments is compliant with GDPR, HIPAA, FINRA, and other security regulations and standards. Cutting-edge data loss prevention (DLP) protects sensitive documents from deliberate or inadvertent data leaks. In addition, a full set of APIs allows you to integrate NetDocuments with your current practice management application.
Matter-Centric Document Management NetDocuments users create a matter-centric profile for every document and email added to the cloud storage system. Much of this process is automated. NetDocuments allows you to create shared workspaces based on profile attributes. The Matter Workspace supports the workflows common to the legal profession by providing a single view of all the documents, messages, folders, categories, and other entities for a specific Matter. This view is available to any authorized user who selected that Matter. All modifications made to a workspace by any user impact the workspace view for all users.
Components of the NetDocuments DMS platform include:
CollabSpaces allows you to create a central location where you can securely share NetDocuments files with clients and outside counsel who you invite to create a NetDocuments account. You have full control over access rights, and any CollabSpace you create inherits the rules, governance, and retention policies set at the matter or project level in NetDocuments. Because CollabSpaces is layered within the NetDocuments environment, shared files remain encrypted and there is no need to create an additional system or risk sending documents via email. You can authorize internal and external users to download, upload, view, and edit CollabSpace files.
NetDocuments ndMail is a matter-centric email management application integrated within Outlook that utilizes AI and machine learning technology to save, file, and manage your email. Features include firm-wide predictive filing with accuracy ranking that adjusts automatically to individual and organization-wide behavior, a global filing indicator to show whether an email has already been filed by anyone to NetDocuments, advanced search with filtering, and Outlook folder mapping that automatically files your emails within NetDocuments whenever you file them to Outlook. ndMail saves attorneys significant filing time while making sure all critical email content is added to the appropriate Matter Workspace.
ndOffice consists of a collection of add-ins integrated into Microsoft Word, Excel, PowerPoint, and Outlook as well as Adobe Acrobat and Reader. These add-ins allow you to open, edit, save, search, version, and profile NetDocuments content from within an application environment already familiar to your workers. All edits are automatically saved to the NetDocuments cloud, and changes made offline are uploaded once connectivity is resumed. In case other users make conflicting changes while offline, NetDocuments saves separate versions and alerts you about the conflicts. The security and governance features of NetDocuments, including military-grade encryption, apply to all documents used within the ndOffice environment.
ndThread supports topic-based messaging that allows teams to share information and collaborate securely, in real time, and from any device. Teams can highlight and comment on portions of documents stored in the NetDocuments cloud without being required to check out and edit the core documents. Conversation histories are securely tracked and archived within a topic. Project and matter-based discussions can include messaging, document exchange and annotation, and shared links without the need for extended email chains and without the risks associated with email attachments. NetDocuments protects every discussion with advanced cloud-based security technology including multiple key.
SetBuilder simplifies and standardizes the task of planning, collecting, organizing, tracking and delivering Sets of documents to clients. From within NetDocuments you can create new or templated Set outlines associated with various types of projects. You can then drag and drop documents as they are completed into the Set outline. Once the outline for a specific project has been populated with final documents, you can instantly combine all the documents into one hyperlinked PDF and deliver the work product to your client. SetBuilder lets you monitor the status of every Set and maintains an easily accessible library of prior Sets. Placeholders allow teams to spot which documents are ready and which are missing, so important documents never fall through the cracks.
