New Webinar: what to consider BEFORE you move to iManage Records Manager

New to iManage Govern Records Manager? Want to know what you need to know before you move to a new records management software?

Join founder Nitza Medina-Garcia for our new webinar “What to consider BEFORE you move to iManage Records Manager 10”.  It will cover:

  • Main features of iManage Records Manager 10 ($250 value)
  • Typical software project plan ($500 value)
  • Top tips to make your software implementation a success ($1,000 value)

Total value of attending this webinar is $1,750.

This webinar will be beneficial for law firms and other professional service firms who are considering a new iManage Govern Records Manager software implementation.

If you will be implementing a brand new records management software or need to move from LegalKey, FileSurf, ARM, Accutrac, Elite or other records management software to iManage Records Manager, you will not want to miss this webinar where Nitza Medina-Garcia will be sharing what she has learned during her 10+ years of IRM software implementations.

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

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iManage Releases New Standalone IRM Web Client

iManage has released its new stand alone iManage Govern Records Manager Web Client. The initial IRM 10 Web Client was a plug-in to the iManage Work Web Client. This required deploying iManage Work Web in order to utilize the plug-in. With this new release, the IRM Web Client is a stand alone client that features:

  • File Plan: the file plan shows the high level taxonomy of your files, such as clients and matters for a law firm.
  • Configurable Filters: filters help with refining displayed lists.
  • Relating Records: relationships help attorneys create two-way relationships with files.
  • Reporting: enables attorneys to generate multiple reports.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

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Boutin Jones Recommends InfoCompass

Sacramento law firm Boutin Jones, Inc. hired  InfoCompass Business Solutions to advise on records management policies and procedures, vet records management software solutions and implement iManage Govern Records Manager. Learn why Boutin Jones chose InfoCompass to help them with their records management challenges and why they highly recommend us in their own words!

Contact us today to find out how we can help you solve your records and information management challenges!

Managing Law Firm Records

 

It was my pleasure to speak at the Sacramento Valley Association of Legal Administrators this October on the topic: Managing Law Firm Records. Many law firms are inundated with paper and electronic information, but struggle to gain control over it.  One of the main tools to gain control over firm information is to implement a formal records management program.  I covered in my talk:

  • How to Design a Records Retention Program
  • How to Build a Records Retention Schedule
  • How to Implement a Records Retention Schedule

If you are interested in learning more, please join us at our next webinar.

Register here.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

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IRM Tip of the Day – Global Filters

 

iManage Records Manager (IRM) is records management software utilized by many law firm and professional services organizations. As a consultant with many years experience in designing, implementing and teaching IRM, I have found similar questions arise on how best to use it. I will periodically produce videos on IRM tips I think each user should know to get more out of their iManage Records Manager software.

In this video I will show you how to use IRM’s global filters feature to tell IRM to display only files from your office.

Please feel free to contact me if you need further clarification on what I presented in the video.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today! Let us help you get more out of your iManage Records Manager software. To be notified of new blog posts and news, sign up for our email newsletter.

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Are your law firm matter files a hot mess?

Does this sound familiar? You are on the phone with your client, and you tell them “Can you hold while I pull your file?” You ask your secretary to retrieve the file, and hear him reply “Sure, give me a minute to find it.” Several minutes pass with no answer. What sort of impression do you think the client has of your firm after waiting several minutes on the phone? Maybe that the lawyer he is paying handsomely is inefficient and disorganized? Is that the impression you want to leave with your clients?

In order to avoid this scenario in the future, you need to invest in your firm’s administration to develop a plan, the right tools and trained staff.

  1. The Plan: It would be wonderful if all the files a lawyer ever created fit neatly in his/her office. But in reality, the firm has to decide what to do with the matter files once the office has hit capacity. File them in a central file room? Send them off-site to a storage vender? And, don’t forget your electronic documents and emails. Should you move electronic documents from the file share to an Archive drive? A plan should be documented, communicated to staff and followed.
  2. The Right Tools: For paper files, you need to determine if those filing cabinets of varying sizes are the best way to store your matter files, or if an open shelf plan with color coding would be more efficient. Should you use barcodes to keep track of your files? Should you move to a paper light matter file system? Your plan should include a discussion of the tools to be used for file management.
  3. Trained Staff: Whether you are a solo practitioner or a big law firm, staff (or you solo practitioner) need to be trained to follow the plan, understand why the plan is important to the firm and why it is important for client service. If a paralegal or secretary is tasked with file management responsibilities, their lawyers should impress upon them the importance of good file management. Including these responsibilities as a part of their annual evaluation can increase participation. However, it may make more sense for some firms to hire records management staff to exclusively do these tasks as it may be less expensive than to have your paralegal or secretarial staff do them.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today! Let us help you create a plan to meet your firm’s needs. To be notified of new blog posts and news, sign up for our email newsletter.

InfoCompass Business Solutions

 

 

Top 10 Reasons Law Firms Should Go Paper-light

 

Reducing the amount of paper managed by your law firm will result in less time, money and space occupied by paper. It will also give your lawyers and staff more flexibility in accessing and securing firm information. The following is a list of the top 10 reasons to consider going paper-light.

  1. Reduce the cost of storing paper files. Less paper means less paper supplies: filing cabinets, paper, printer ink, file folders, labels, paper clips and box supplies. Less paper means less office space dedicated to storing or sorting paper. Less paper means less boxes sent to offsite storage companies. Less paper means less money spent on mailing paper copies of documents.
  2. Reduce the time used to prepare paper documents. Documents written on a computer can easily be printed to PDF. The PDF can be emailed as an attachment or uploaded to court websites that expect electronic filings.
  3. Increase efficient access to client matter files. Electronic documents stored in a central client matter file can be more quickly retrieved versus a paper document that could be stored in a records file room or at an offsite storage facility. A lawyer speaking on the phone with a client would much rather pull up the document in question quickly versus scheduling a follow up call.
  4. Reduce the amount of paper files brought with lawyers to trial. The entire client matter file can be brought easily on a computer or accessed remotely from a document management system while at court. Less boxes required to bring to trial and in some cases eliminates the need altogether.
  5. Increase security around the client matter files and administrative firm files. A document management system can secure electronic documents to ensure only those with approved access can see them. A document management system can especially help manage access for those firms who have ethical wall considerations.
  6. Increase the ability to audit electronic documents. Document management systems track documents through their lifecycle, collecting details about who created the document and when, who modified a document and when, who refiled the document and when, who emailed or printed a document and when and so on. This audit trail is much richer than what is available on a normal network file share. With an audit trail you can trace who deleted a document and when.
  7. Access electronic documents from anywhere with an internet connection. Document management systems can allow lawyers to access client matter files from home, remote office or on the road. This flexibility can allow lawyers to work in the best environment of their choosing. It can also be a selling point to attract the newer generation of lawyers who are very familiar with accessing information on the go.
  8. Increase efficiency by utilizing workflow software for repetitive firm processes. Paper documents allow for one person to work on them at a time. With electronic documents and workflow, many bottlenecks can be averted, because several people can view an electronic document at the same time. For example, if a contract needs to be reviewed by a paralegal, case manager and responsible attorney, the reviews can be done simultaneously, instead of waiting for each review to be completed before the next can start.
  9. Increase the office space used for personnel versus paper storage. Space previously used to store paper documents and their filing cabinets can be repurposed as office space for firm personnel.
  10. Dispose of electronic documents in a systematic manner utilizing less personnel. Many document management systems have electronic recordkeeping capabilities or add-ons to manage the life cycle of electronic client files. Instead of doing a quarterly shred day for paper client files that can be destroyed, a records manager can manage the process electronically in a fully audited fashion.

Note: Paper-light is meant to acknowledge that there will be certain documents and/or items that will still need to be managed in its original analog state (wills and trusts for example, or product samples for intellectual property law). Do not let some paper restrictions hold the firm back from implementing procedures that will save time, space and money.

Nitza Medina-Garcia, Certified Records Manager, Records and Information Management Consultant

Contact us today ! Let us help you create a real world plan  to become paper-light and reap the benefits.

InfoCompass Business Solutions