Needed capacities or functions - Document Management
Establish organizational standards and develop internal policies (e.g., procedures on storing, naming, and collaborating on files) that will contribute to more unified document management practices, including digital and physical files.
Reduce the number of places where staff can store and manage documents to improve ease of use and the ability to search for files easily.
Determine where types of files (e.g., drafts vs. work product) should be stored, include clear governance in internal policies, and consider methods for auditing compliance with this policy.
Important Considerations and Best PracticesOrganizations should assess whether a Document Management System ("DMS") platform would meet their needs for a solution to centralize document management storage. Since some organizations may not need a DMS or have specific use cases for storing documents outside a digital system, this baseline envisions that legal aid programs will have the capacity to develop internal standards and policies to improve their overall document management practice, which includes any physical files. A DMS can be one of the most critical tools at play in the effective delivery of legal services. DMS platforms can provide organizations with tools to better organize and search data, reduce duplication of files, ensure continuity of services in the event of staff absence or loss, control versioning, and provide tools to automate processes and electronic forms. A DMS should integrate with or simultaneously support the organization's case management system and promote collaboration. If an organization implements a DMS, it should include sustainability, ongoing maintenance costs, and long-term administrative support in technology planning. See Baseline for Sustainability – Planning section. Useful websites, resources, and other tools |