Case Management software (CMS) vs. Document Management software (DMS)

Case management software and document management software are frequently used in law firms to manage their overall workflow and processes. Both the software, however, is different and there is a lot of confusion about their difference and preference. As always is the case, ‘to each is own’, but here let us try to compare the two.  

Document management software as the name suggests is the best solution that helps you organize, and manage your documents. The legal firms see a huge influx of documents and this software is capable to make the life a bit easy for the law people. Some DMS comes with integrated modules that can help with workflow management and team collaboration. Undoubtedly the DMS is of great help to the law firms, but the (CMS) goes beyond the document management and certainly is a boon to the attorneys.

CMS as the name is a tailor-made software that manages everything related to a case. In the law firm, the data is organized around the ‘cases’ or ‘matters’ as they are called. All the entries of the clients are associated with single or multiple matters.

The case management software (CMS) works around the law firm’s working pattern. This software keeps all the information, documents, contact information, billing and expenses stored in one place that is accessible by all the employees of the firm. All the discussion and activities involved around the cases are meticulously stored in one place and is handy for all the departments in the firm.

Let us discuss why the case management software is advantageous and scores more over the document management software.

Centralized Information – Almost all the law firms create their own systems to keep a track of their work processes. The client information, documentation, client billing, and all the required functions are maintained. Mostly all this record is maintained by some of the staff member. But this dependency on only one person can be detrimental, what if the employee quits or is on leave. Here the centralized case management system comes for your rescue. Here all the information is stored centrally just with a click by any team members from the case registration to the billing department.

Software Compatibility – When you use different software programs for various activities sharing the information can be tricky and time-consuming. But with an all-in-one system, where all the information required is available at one place the sharing issue does not arise. This software also tracks the Email associated with a case, so if the attorney needs anything from the contact information, documents and even the communication history, he just has to go to one place. The software also links the calendar so all the schedule related to the case is available easily thus minimizing the chances of forgetting an important date. 

Saves Time – This software easily keeps all the information systematically arranged in one place. Once the first entry is made for a client everything related to that particular client is found in one place saving the tremendous time of all your employees. Organizing the files and documents is a huge task but the CMS makes it easier, quicker and smoother, leaving time for the employees to concentrate on the legal matters. 

Safety and Security – All the case-related documents are confidential any breach in the security is not tolerated by the clients and is also not good for the reputation of your legal firm. It is not an easy task to safeguard every piece of information on all the different office functions.  But with the CMS law software, a specialized tram takes care of the required security protocols for your law firm, keeping your employees stress free.

The above-mentioned advantages of the CMS are tempting enough for the law firms to replace their old software with CMS. But some may fear the challenges of the transition. Here we will discuss how these transition challenges can be simplified.

The Cost – Yes, initially there is some money involved in buying the system and getting it running. But you should consider the cost you spend as an investment that will certainly pay off in the long run; in term of your efficiency and client service.

Migration Needs Time – Once you have decided to get the CMS, plan it with some extra time in hand. The migration of data takes some time as it should be done carefully. Keep your old systems working for a few months after buying the CMS, as the migration takes time and also the employees require some time to be familiar with the new law software. It will be beneficial to hire some professional IT help for smooth migration of the data, leaving your staff to work on legal matters.

Accepting the Change – Accepting the change is another major issue that needs to be handled with care. The older employees especially will be adamant to adapt to the changes. They are more inclined to do things in a particular way and wish to continue the same. Changing things take time, all you need is perseverance. To convince them you might consider pairing the tech-savvy people with the not so technology-loving people helping them understand the importance of CMS.

Convinced about the CMS? One more question often creeps up whether to go for an on-site CMS or the cloud CMS. According to my suggestion, cloud-based CMS should be preferred to keep the data safe, secure and easily accessible for all the teammates. The cloud-based law software is recommended due to its versatility, accessibility and safety. With the data stored in the cloud, it is easily accessible from anywhere, in the courtroom, your office, your home, your car or from a different system. Mobile connectivity is another feature of the CMS to keep you always connected.