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In this blog, we look at the key features to look for in a legal data management system.

Security and compliance

Ensure the DMS offers robust security features, including encryption, access controls, and audit trails. This is vital for protecting sensitive client information and maintaining confidentiality.

Regulatory compliance

The system should comply with relevant legal standards, such as GDPR in the UK, to avoid potential legal issues.

Integration capabilities

A DMS should integrate smoothly with existing tools and software. This integration allows for efficient document drafting and management, enhancing productivity. Look for systems that support integration with other essential tools like DocuSign for e-signatures, ensuring a streamlined workflow.

User-friendly interface

The system should be intuitive and easy to navigate, reducing the learning curve for staff and increasing adoption rates. A customisable interface that can be tailored to the specific needs of your firm can also significantly enhance the user experience.

Efficient search functionality

The ability to quickly locate documents using advanced search features is crucial. This includes full-text search, metadata tagging, and version control.

Document retrieval

Ensure the system allows for easy retrieval of documents, even from mobile devices, to support remote work and on-the-go access.

Scalability and support

Choose a DMS that can grow with your firm. It should handle increasing volumes of data without compromising performance. Reliable customer support and regular updates from the provider are essential to address any issues promptly and keep the system running smoothly.

Evaluating potential providers

When selecting a DMS provider, consider the following:

Reputation and experience: Choose a provider with a proven track record in the legal industry. Their experience will ensure they understand the unique challenges law firms face.

Client testimonials and case studies: Look for feedback from other law firms that have used the provider's services. This can provide valuable insights into the system's performance and reliability.

Trial and demonstration: Request a demo or trial period to evaluate the system's features and compatibility with your firm's needs.

How a DMS can support your business growth

With new technology significantly streamlining workflows, we’re now seeing firms focus in on delivering legal work faster. Legal drafting tools, therefore, are no longer just a nice to have – they’re a competitive necessity. Yet these tools are only as powerful as your tech infrastructure, or your DMS. 

For example, Lexis® Create+ is a legal drafting tool that benefits significantly from a well-chosen DMS. By integrating with a robust DMS, Lexis® Create+ can offer unmatched accuracy and efficiency in document creation. Features like the 'Check' tool, which scans documents for errors, and the integration with Lexis+ AI for legal research, are enhanced by a seamless DMS.

Jayne Gorman, an Internal Auditor and Legal Associate at ArvatoConnect, highlights how Lexis® Create+ saves her up to nine days of work each month by identifying contract issues and ensuring high-quality outputs. This efficiency is only possible with a DMS that supports such advanced functionalities.

Find out more about Lexis® Create+

Final thoughts

Choosing the right data management system is a strategic decision that can significantly impact a law firm's efficiency and success. By focusing on key features such as security, integration, user-friendliness, search capabilities, and scalability, law firm leaders and IT professionals can select a DMS that not only meets their current needs but also supports future growth. With the right DMS in place, tools like Lexis Create can be fully leveraged to enhance legal drafting and document management, ultimately delivering greater value to clients.