The 5 Best Document Management Systems for Law Firms (From an MSP Provider)

Law firms regularly handle copious amounts of documentation, from medical records to legal forms and court documents. Keeping track of, not to mention organizing, these documents can quickly become a challenge. That’s where a document management system (DMS) comes in.

These systems are designed to help your team manage documents with ease. They prioritize organization while simultaneously ensuring compliance with regulations to enhance client confidentiality.

As a managed service provider (MSP) specializing in IT solutions for the legal industry, we’ve seen and worked with a wide variety of DMS options, some better suited to law firms than others. Here are a few of the top choices, their standout features, and why they’re popular in the legal industry.

1. NetDocuments

NetDocuments, often shortened to NetDocs, is one of the most popular DMS picks for law firms in the U.S. and beyond. This particular system was designed specifically with the legal industry in mind, so it’s no surprise that it ticks many of the must-haves for law firms.

It provides a secure, reliable, and efficient way to manage documents. Core features include:

• Cloud-based: The system is cloud-based, which allows you to access essential documents from wherever you are.
• Compliance-ready: Law firms, like most other businesses, are subject to specific compliance standards. This system meets those stringent standards, such as GDPR and HIPAA.
• Seamless integration: The system meshes seamlessly with a variety of tools, including Microsoft 365, DocuSign, and other essential legal tools.
• Advanced security: Security is a top priority with this system, given that it abides by the strict compliance standards that apply to the legal system. It offers multi-layered security with encryption and user permissions.

On top of these features, NetDocs is incredibly scalable. This means that it can work for just about any law firm, whether you’re a small practice or a massive, multi-state firm. The intuitive search features and collaboration tools ensure your team can work efficiently together, regardless of how many team members you have on board.

2. iManage Work

While NetDocs is undoubtedly popular, iManage Work isn’t far behind. It’s another top contender for legal document management, especially among firms that handle large volumes of sensitive data and complex cases.

Notable features of iManage Work include:

• AI-powered document management: The system leverages AI, providing intelligent search capabilities that make it much easier to find critical files among (figurative) piles of documents.
• Integrated email management: The setup allows you to organize client emails alongside related case files, ensuring you’ll have all the case-specific information you need in one place.
• Customizable workflows: Make your management system work for your needs. This tool allows you to tailor your workflows to streamline various steps, such as document review and approvals.
• On-premises and cloud options: Unlike NetDocs, which is purely cloud-based, iManage Work allows you to choose between traditional on-premises or cloud deployments.

iManage Work is particularly popular among firms that want advanced automation and AI capabilities to streamline operations. The ability to integrate email management into the document system is a time-saving game-changer, especially for legal professionals who rely heavily on client correspondence.

3. Clio Manage

Clio Manage, an all-in-one legal practice management software, is another top contender. It’s not specifically focused on document management but rather offers well-rounded tools to cover all aspects of legal practice management. However, its document management capabilities are pretty impressive.

It’s most popular among small to medium-sized firms looking for an easy-to-use platform. Its core features include:

• Centralized document storage: The centralized nature of this system’s document storage makes it easy to access and organize case-related documents.
• Integration capabilities: The system is capable of syncing with popular legal tools and apps, including Dropbox, OneDrive, and similar apps.
• Time tracking and billing: The option to link documents with billing entries in the system makes time tracking and billing much more efficient.
• Client portal: This system features a client portal, which allows you to share documents with clients as needed through a secure, dedicated portal.

Since it’s a one-stop shop for most legal practice management needs, Clio Manage is a great option. It’s ideal for combining document management with case and billing features. Plus, since it's affordable and user-friendly, it’s an excellent choice for smaller firms.

4. Worldox

Worldox is a powerful document management system that, like NetDocs, was designed with law firms in mind. It focuses on providing on-premises and hybrid cloud solutions for secure document management.

Its core features include:

• Ultra-organized storage: This solution is incredibly organized. It uses folder structures and metadata for quick and straightforward retrieval.
• Enhanced security features: Worldox boasts robust security features, including multi-factor authentication and encryption.
• Version control: The system has a built-in version control feature that allows you to keep track of edits and updates to documents.
• Customizable user interface: You can tweak the platform to your firm’s unique needs, tailoring the interface to match your specific expectations and workflow.

Worldox is a leading choice for law firms that prefer on-premises deployment but still want the flexibility of hybrid cloud functionality. It offers the best of both worlds, combining the coveted features of each into one package. On top of that, its robust security measures and ability to handle high volumes of documents make it ideal for firms with strict data protection policies.

5. SharePoint

While Microsoft SharePoint isn’t technically a legal-focused DMS option, it’s a leading choice. When combined with legal-specific add-ons or customizations, SharePoint becomes a versatile and budget-friendly DMS system for law firms.

Notable features include:

• Collaboration tools: These tools allow your team to work and collaborate on documents together, ensuring seamless and efficient project management.
• Integration with Microsoft Office Suite: Since SharePoint is a Microsoft tool, it’s no surprise that it integrates with Microsoft Office Suite. This means you can sync the system seamlessly with tools you already use.
• Customizable features: The system is fully customizable. It allows you to add features like workflows, metadata tagging, and search functionality to ensure it fits your firm’s needs.
• Hybrid deployment options: Choose between cloud, on-premises, or hybrid setups to match your firm’s unique needs.

SharePoint’s flexibility, courtesy of its customizable DMS capabilities, makes it a top choice for many law firms, especially those that already use Microsoft products. Since it’s a Microsoft-powered tool, firms that use Microsoft tools can maximize their IT investments while enjoying enhanced document organization and sharing capabilities.

Choosing the Right Document Management System for Your Law Firm

There isn’t necessarily a one-size-fits-all document management system that will work for all law firms. Different firms have varying sizes, budgets, and needs, so what works for your firm may not work for the next firm. Ultimately, the best document management system for your law firm comes down to the specifics of your firm.

While all of the solutions listed above are excellent choices, each for their own reason, here’s a quick overview that might help you decide:

• Small firms: Clio Manage and SharePoint are simple, user-friendly, and affordable.
• Mid-sized firms: Worldox and iManage Work offer a strong balance of features and scalability.
• Large firms: NetDocs and iManage Work are ideal for large teams and complex cases.

Infiniwiz: Your Law Firm’s Managed IT Partner

At Infiniwiz, we understand the out-of-the-box challenges law firms often face when managing IT infrastructure, including implementing and supporting document management systems. We’re here to help you with your IT needs, from document management system integration to network security.

With years of experience in the legal sector, we provide tailored managed IT services to ensure your technology supports your firm’s success. Whether you need help selecting and integrating a DMS or staying on top of cybersecurity, Infiniwiz is your trusted partner in optimizing IT for the legal industry. Contact us today to learn more about how we can help your firm.