How modern file management is transforming your law firm: 5 benefits that pay off

The importance of file and document management in a law firm is comparable to, for example, the drive shaft of a vehicle. Without the drive shaft, all the other components are irrelevant. The same is true of file management and all its components: opening processes, performance recording, document management and invoicing are just some of the work steps going along with each file.

A law firm is paid for the legal support and consulting of its clients. And yet, without rigorous file management, it is impossible to work correctly. Nor can it be efficient.

What tangible benefits are there for law firms, if file management is optimally mapped?

1. Reliably manage deadlines and deadlines
2. Comfort in everyday use
3. Adaptability for changing law firms
4. Order and overview for everyone in the law firm
5. Security, also in the cloud suite

1. Reliably manage deadlines and deadlines

Deadlines and deadlines are firm pillars in the work of lawyers. The legal risks of missed deadlines cannot only jeopardize to success of processes, but also the reputation of the entire law firm.

Day-to-day work is often hectic, especially in law firms. The notification system in Vertec points users directly to upcoming deadlines. Additionally, overviews can be filtered to provide exactly the overview which is currently requested.

• View deadlines by user
• View deadlines in cases
• View deadlines in calendar view
• Deadlines for checking
• Open deadlines

Deadline monitoring in Vertec

2. Comfortable daily use

With more than 35'000 users in the DACH region, we exactly know the needs of our customers. Specific requirements may differ from law firm to law firm, but the following principles are common everywhere.

Business software should be reliable, fast and easy to use. Clever automations and integrations eliminate manual work. A good example for integration is how Vertec works with Outlook. With the Vertec Outlook App, our customers use Vertec directly in the Outlook user interface. Without having to close Outlook, you can:

• Enter new addresses directly from Outlook in Vertec
• Save emails as activities in Vertec
• Access addresses in Vertec when writing emails
• Transfer your Outlook calendar entries directly to Vertec

Perhaps the greatest benefit is the overview of the activity feed, directly in Outlook. You are not only seeing your own activities related to a specific case, but also all other activities that have been entered by colleagues or partners.

3. Customizable software for future-proof law firms

Work with files consists of various steps.

1. Open files with various process steps such as conflict check
2. Find and edit files
3. Filing documents, searching documents
4. Charging services
5. and much more

Do you handle files today exactly the same way as you did 10 years ago? Many of our customers are constantly improving their work steps. It is just practical when your software for law firms not only adapts to changes easily, but also makes your work flow easier and helps you save time.

«Vertec follows our working methodology. This is the unbeatable advantage of Vertec.»

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How exactly is this lightweight customization possible? Vertec offers various core features with which a large part of the processes can already be mapped. With free additional features, industry-standard requirements such as deadline monitoring, conflict check or invoice splitting can be implemented quickly. These functions can be used immediately out of the box. But further customizations are also possible, just like the core features.

Should a certain function not be available out of the box, it may be delivered through individual customization. Some law firms make adjustments themselves with the help of our Knowledge Base, others rely on the Vertec project management team.

4. Order and overview for everyone in the law firm

Ease of use and adaptability are two major strengths that law firms can expect from their law firm management system. Another aspect to consider is sustainable acceptance across all teams and partners. How clear is the system? And how neat is the data?

We have learned from various implementation projects that different groups in law firms have very different demands when it comes to order and clarity. While assistants spend a lot of time on file management, partners need clear and direct access to KPIs and reports to run the law firm.

Since all important processes run in only one system in Vertec, there are no disruptions that you might be familiar with from fragmented system landscapes. File management, invoicing, controlling – everything is based on a central database.

«With Vertec, we have found an overall solution that the market has not been able to offer in this form. Our individual requirements are covered so well that we were able to replace two existing software systems with Vertec.»

5. High security standards, also in the Vertec Cloud Suite

Modern file management offers convenience, efficiency and can strengthen agility of the law firm. However, all these advantages must not come at the expense of security. This is why file management must happen in the law firm management system. Every work step that is outsourced to other systems opens up new security risks.

Benefit from the core security mechanisms that Vertec provides as standard. ISO 27001 certified operation in the cloud, two-factor authentication, granular user rights and much more. Our high focus on data security is explained in the blog article Security of the Vertec Cloud Suite – a look behind the scenes .

Conclusion

Modern file management turns a law firm into a well-oiled machine in which the different parts fit together perfectly. Optimally coordinated processes result in a high level of overall quality making your law firm more profitable. Get more insights on how Vertec works as a law firm management system .