When it comes to running a legal practice, paperwork is part of the job. Between case research, client records, and the never-ending stack of legal documents, it may feel like you’re swimming in files!
Old school file cabinets have their place, but they are far from efficient when you’re looking for that *one* document in a flurry of, well, hundreds. What you need is a simple, streamlined document management system (DMS).
Document management isn’t just about organization, though; it’s also about keeping your practice compliant and your clients’ trust intact!
Here are the top legal document management software options to turn your mountain of paperwork into a manageable (and maybe even satisfying) system.
Why Your Practice Needs a Document Management System
Besides the obvious benefit of being able to file specific files faster, there are many perks to implementing a document management system. In fact, we might say it’s a necessity!
Every legal practice needs a document management system for these reasons:
- Productivity & Efficiency — Legal cases generate a massive amount of paperwork—briefs, motions, client communications, and evidence. A DMS streamlines document storage, making it easy to file, search, and retrieve documents in seconds! This improves your productivity (you accomplish more in less time) and efficiency.
- Compliance and Security — Handling sensitive client information means your practice must adhere to strict privacy regulations. A good DMS provides secure, encrypted storage for sensitive documents, ensuring they’re protected from unauthorized access.
- Sharing & Collaboration — With a DMS, multiple team members can access and update the same documents simultaneously. This is particularly helpful when you’re working on a case with paralegals or other attorneys. A DMS prevents version-control issues, as everyone is always working from the most up-to-date document.
- Remote Access — With file cabinets, your documents exist in one place – your office. With a DMS, you can access important documents anywhere (as long as you have a digital device), even if you’re out to lunch or even on an airplane!
- Disaster Recovery — Physical documents are vulnerable to fires, floods, or simply getting lost. A DMS with cloud backup ensures that your files are safe, even in the event of a disaster. If something happens to your office, your documents are still accessible and secure.
In case you need further convincing, document management software is often cost-effective and helps prevent costly manual errors in your business. Save time, keep confidential documents secure, and streamline your practice with a legal DMS.
Top Legal Document Management Solutions
There are many document management systems available on the market, which can make it difficult to choose the right solution for you.
Most law firms need an “all-rounder” solution that offers document storage, sharing, and security in one. Below, we’ve highlighted the best legal DMS based on their range of service, reliability, and cost.
1. Filevine
Work smarter, not harder, with Filevine—a top DMS and case management software. Filevine allows for quicker access to your documents alongside your cases, tasks, and client communications. Ease-of-sharing and real-time edits allows for more collaboration, fewer misunderstandings with clients.
What sets Filevine apart from the others is its combination of task management and communication features. With Fileline, you get project management, deadline tracking, and billing to help you stay on top of your caseload. It also offers built-in text messaging and email tools, allowing for instant, secure communication with clients.
There are multiple pricing options available, so be sure to book a demo to determine the right level of subscription for you.
Filevine User Reviews
“I could not be happier with our experience with Filevine. It has exceeded our expectations and truly helped our firm in the last nine months. We were worried about transitioning with our staff, but the process went very smoothly given that we were working remotely at the time. The customer support that we received during our onboarding and integration could not have been better.” – Abigail,
“Great. The program has made the day to day process smooth, efficient and easy!” – Nicky
2. Clio
Clio is considered a top DMS on the market (and a great Case Management solution, to boot). This software is designed specifically for law firms, offering file management, workflow automation, a client communication portal, and more. Its DMS is powerfully simple, allowing attorneys to securely store, search, and share case-related files with ease.
One standout feature is Clio’s cloud-based system, which allows for remote access to all your important documents. Clio also integrates with other leading software tools, like Microsoft Office, Google Drive, and Dropbox.
Need to share documents for e-signature? Clio does that too. Clio is really an all-in-one DMS that makes for faster, more secure client interactions.
Clio User Reviews:
“We switched to Clio more than three years ago and have never looked back! If you want to capture more billable time, reduce administrative waste time, and be on the edge of technological innovation, Clio is the answer. I can’t recommend it highly enough.” – Heather McCabe, Managing Partner, McCabe Russell, PA
“We have 13 affiliated offices and thousands of clients and Clio has been instrumental in helping us provide the best representation possible for each and every one of them.” – Bradford W. Botes, Bond & Botes Law Offices
3. NetDocuments
NetDocuments is a cloud-based DMS that allows remote access to your legal documents, within a safe and secure portal. Like Clio, NetDocuments allows for document storage, sharing, e-signature, and collaboration. But what really sets NetDocuments apart is its advanced security features and compliance capabilities. It’s one of the best DNS options for handling highly sensitive or confidential information.
NetDocuments offers built-in encryption and robust audit trails to ensure your firm meets strict regulatory requirements. Taking it a step further, the software offers “granular” permission settings, meaning your firm can control access at a user level.
Like many DNS options, NetDocuments integrates well with most popular legal tech tools. It’s a great, versatile choice for law firms looking for both flexibility and airtight security.
NetDocuments User Reviews
“NetDocuments is a low cost content storage platform that allows users to share the documents and information to colleagues and clients. The platform can be scaled across the company and has definitely improved our document management process.” – Anonymous
“Excellent solution for all online document management… it is a convenient tool for all documents management and categorize them to avoid confusion. It is a secure cloud-based platform and easily accessible from mobile or desktop device. I like the ease of document sharing and user-friendly interface.” – Anonymous
4. onit
Onit is a leading document management software tailored for enterprise-level law firms and legal departments. That said, firms of any size can benefit from Onit’s capabilities.
Unlike traditional DMS tools, Onit offers features far beyond document management. From workflow automation to matter management to practice analytics, Onit provides a complete toolbox to help your law firm grow.
What makes Onit unique is its artificial intelligence. The platform can automate repetitive legal processes, including document approval workflows and contracts. Not only do you have a secure place to store and manage your files, you have multiple tools at your disposal to increase efficiency in your business.
onit User Reviews
“[onit] is more than an ELM solution. It is a platform where process applications for various business use cases may be designed (by you or their professional services team). For first time users the interface is simple and requires little to no training.” – Anonymous
5. Assembly – Neos
Assembly Software is a software company specializing in case and document management solutions for law firms. Their most popular tool is Neos, is a cloud-based system that helps legal professionals streamline their operations through case, document, and client management tools.
Neos offers robust features like bulk-importing for documents, advanced search (to easily find files), and AI-powered data extraction to analyze client data. This platform is trusted by thousands of law firms for its ability to handle complex cases, support collaboration, reduce IT costs, and consolidate client communications.
Neos User Reviews
“Neos is a case manager’s best friend. The initial change from a server based program to a cloud based program was challenging. Learning new things is good, but can also be frustrating. Once I learned how to use Neos and how it integrated with our other apps, I would never go back to any other option.” – Anna W.
“I have been extremely pleased with Neos software, but even more so with their customer support and constant technological updates to the software platform. They are constantly offering video tutorials, and various updates to help improve the user experience. We use this constantly. It is the backbone of our firm’s case management. Highly recommend!” – Chris S.
6. MyCase
If you’ve been in the legal industry for a while, you’ve likely heard of MyCase. That’s because MyCase is one of the best client management software options around. But they also offer a range of other products, including Document Management!
MyCase’s DMS stands out for its simplicity and efficiency. Law firms seeking to centralize their documents will appreciate the straightforward, user-friendly platform. One of its key benefits is the ability to store, organize, and access all legal documents with unlimited data storage. This grants you easy access to the documents you need, with the help of customizable filters and Advanced Search.
MyCase also supports real-time collaboration, making it easy to share, tag, and comment on documents with colleagues and clients. With built-in eSignature functionality, you can securely send documents for signature from any device. No need to depend on DocuSign!
MyCase User Reviews
“I rave about MyCase anytime a colleague asks my opinion. Admittedly, I do not have experience with any other practice management software, but when I was comparing my options before signing up with MyCase I was most impressed by the completeness of the product as compared to other programs; and the price was by far the most competitive.” – Jennifer
“MyCase has been an invaluable tool in streamlining my legal practice. The platform’s intuitive interface makes it a breeze to organize documents, create efficient workflows, and send documents out for e-signatures. Whether I’m managing client files, tracking deadlines, or facilitating remote document signing, MyCase has consistently exceeded my expectations. Its user-friendly design and robust features have significantly improved my productivity and overall efficiency. Their customer service is great too.” – Maryam
7. Smokeball
Don’t let the strange name throw you off; Smokeball is all business! As another leading DMS solution, Smokeball offers a range of features to help you organize, access, and share documents.
Just check out these features — Automatic Time and Activity Tracking on client work, a robust Legal Forms Library, a centralized Client Portal, start-to-finish Email Management, Legal Calendaring and scheduling, and many more. Not only do you get best-in-class document management, you gain a treasure trove of tools to improve efficiency in your legal practice.
This DMS won’t break the bank, either. They offer several pricing tiers based on the size and needs of your business.
Smokeball User Reviews
“Smokeball is a very user-friendly interface. I can usually train new users to use the program in about one hour. The program has made my job of opening new files, maintaining and updating case information exceedingly easy.” – Beth S., Paralegal
“I honestly don’t know how we ever lived without it. Amazing practice management; fabulous support; and the integration with our Court’s e-filing system makes everything so easy. The case workflows are life-changing.” – Genie G., Attorney
8. LexWorkplace
We love LexWorkplace because it’s a DMS without too many bells and whistles. If you’re looking for a straightforward document management solution, with integration with your existing tools, LexWorkplace has got you covered.
One of its key benefits is its seamless integration with Microsoft Office, allowing you to open, edit, save, and send documents directly from Word, Excel, and PowerPoint. And similar to Google Docs, LexWorkplace includes comprehensive document version control, making it easy to track changes and revert to previous versions if necessary.
With top-notch security and strict permissions management, you can rest easy knowing your clients’ data and documents are safe in your hands.
LexWorkplace User Reviews
“The platform is easy to use, affordable, and doesn’t have too much complexity, which is what our firm was looking for. We have an older generation of attorneys in our firm and LexWorkplace has been simple and easy to use for all of our team members.” – Samantha R.
“The version control alone makes it worth it… Version control and having everything accessible online (as opposed to a server in the office) are the best parts of the software.” – Steven K.
9. ProLaw
Elite is another software-as-a-service (SaaS) company offering a range of tools for law firms. One of their most popular platforms is their DMS, ProLaw. ProLaw is a complete legal practice management software that combines case and matter management, billing, accounting, and document management in one platform.
Here’s how it works: ProLaw connects your case management with matter management, allowing you to track deadlines, manage case documents, and monitor matter status. It then integrates with popular tools (like Microsoft Office), allowing you to save emails, create documents, and update case information from Outlook or Word. Then, you can leverage the billing and accounting features to track expenses, generate invoices, and send reminders to past-due clients.
ProLaw reduces the need for multiple tools, offering a singular, cost-effective solution.
ProLaw User Reviews
“I have used Prolaw for over 20 years. In the beginning (pre-West), it was the most amazing product on the market with the most amazing customer service, for small to mid-sized firms.” – Anonymous
“I like that the addresses and CMS were easily used to mail merge and to do newsletters. The invoicing was also super easy to use and you are able to capture billable time easily.” – Anonymous
10. Abacus Law by C^RET
Last (in this list) but not least, there’s CARET — a legal software company with a modern name and a creative twist. Built with future-thinking law firms in mind, its DMS stands out as a technologically advanced yet sickeningly simple legal software solution.
CARET offers a sleek interface that appeals to law firms seeking an intuitive, organized document management tool. Its innovative document categorization and retrieval system, which uses advanced AI algorithms, simplifies the document tagging and search processes. This allows your team to access files quickly, even in complex cases with extensive documentation.
Like others, CARET integrates with major legal software platforms. It is a versatile tool for firms looking to improve efficiency without overwhelming their existing systems. Simple, elegant, and straightforward, CARET is one of the best legal DMS options around
CARET User Reviews
“The whole organization uses AbacusLaw. The most important thing for us is security, which AbacusLaw provides but it is also nice for us all to be on the same page by having a calendar we all see and access along with other important information.” – Kyndal Duff, Paralegal
“This software allows me to keep my case files very organized. I love that I can just go to a particular file and all activity associated with the file is located in one place. I don’t have to waste time searching different places for information. I definitely love that it is user-friendly. When I am training new employees on this software they pick it up fast and it makes them very efficient at getting tasks done.” – Dorean B.
Features to Look for in Document Management Software
Trying to decide on the right legal DNS for your law practice? Ultimately, your choice depends on which features will be most beneficial to your law firm.
Here are some factors to consider:
- Is the DMS Cloud-Based? – A cloud-based DMS allows you to access your legal documents anytime, anywhere, which is crucial for modern law practices with remote teams or frequent court appearances. It ensures flexibility while keeping everything securely stored online.
- How secure is the system? – Security is paramount when handling sensitive client information. Look for features like encryption, permission settings, and audit trails to ensure documents are protected from unauthorized access and comply with legal regulations.
- Do you need workflow management? – Workflow automation can save time by streamlining repetitive tasks, such as document approval processes and filing. A DMS that includes automation helps improve efficiency and reduces the likelihood of human error.
- Does it integrate with your other tools? – Your DMS should integrate smoothly with other tools you use, such as Microsoft Office, billing systems, or client management software. Seamless integration enhances productivity and prevents the need to switch between platforms.
- How is their customer support? – Check if the software provides mobile support for access on the go. Being able to pull up documents from a smartphone or tablet can be crucial for busy attorneys who are constantly moving between the office and the courtroom. Look for reviews from happy customers who praise their customer service.
- Is it affordable? – Budget is always a consideration. Look for a DMS that offers a good balance of essential features and cost-effectiveness. Some systems offer tiered pricing models based on your firm size or the number of users. Look for a solution that fits your firm’s financial constraints without compromising on the essential features!
So, Which Legal Document Management Software is the Best?
When it comes to choosing the “best” legal document management software, the answer is, “It depends.”
It depends on the specific needs and priorities of your law firm. Each DMS has unique strengths, so the right choice hinges on factors like firm size, budget, security needs, number of users, and more.
If you’re a small or mid-sized firm, Clio is one of the top choices. It offers robust document management, workflow management, and integration with many popular tools. It’s known for its user-friendly interface and cloud-based access, making it ideal for firms that need access to docs on the go.
For larger, enterprise-level firms dealing with highly sensitive information, NetDocuments stands out. Its advanced security features, including encryption and compliance tools, make it a top choice for firms requiring airtight security. It also scales easily, which is crucial for larger practices.
More of Our Favorite Law Firm Management Tools
Software solutions offer cost-effective ways to streamline your legal business and grow your firm. From billing and accounting software to case management solutions, we highlight some of our favorite tools on Hennessey.com.
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