Sunbelt Blog

Document repository systems are digital libraries containing an organization's documents. Also called document management systems, content management systems, file repositories, and other similar terms, these systems allow you to control how documents are created, accessed, stored, and even disposed of.

 

While this may sound like an upgraded file system, a document repository is much more than a file server. The entire lifecycle of your documents can be managed with a good document repository system in place. Among the benefits of document repository systems are:

Your document repository system could contain a variety of pre-made templates that your staff could access as needed. For example, you could post templates for legal pleading documents, standard contracts, affidavits, and other legal notices. Not only would your templates make it easier for your staff by having much of the standard information pre-filled in, templates ensure consistency within the organization. In addition, since everyone is working off of templates stored in the document repository, when you make a change to a template, the change is implemented across the entire organization.

Documents contain "metadata" which is "data about data" such as the document's creation date, when it was last accessed, and when it was last edited. Custom metadata such as your organization's name, category, and comments can be added to the template.

Controlling access to sensitive documents is essential in organizations of all types, including the legal profession. With a document repository system, you can set permissions for individual documents as well as for broader categories of document types. For example, your legal secretaries may have access to all templates, but not necessarily to existing transcripts. 

Document management systems make document retrieval easy. You can search for documents by keyword using the system's search functions. For example, if you need to view the transcripts from a specific case, you could enter "John Jones transcript" in the search bar and quickly find a match. Depending on whether your document repository is hosted online or on the LAN, you may even be able to access your organization's documents remotely.

Another key benefit of using document management systems involves legal compliance. For example, some documents may need to be retained according to specific corporate policies or legal regulations. The entire lifecycle of a document can be planned and managed with controls implemented covering the document from its creation, to who accesses it, to how it is disposed of. 

Converting paper documents into electronic documents and then storing them in a document repository makes it easier to find and manage information. You may need to use paper and electronic documents in conjunction with each other. For example, if you scan a contract and store it in your file repository, you may still need the original signed copy. If you enter the paper contract's physical location in the metadata field of the electronic copy, you'll be able to quickly find both versions of the document as needed.

Because of the sensitive nature of your organization's documents, you'll need a secure document repository. Even if the documents are stored on a local area network, you'll want to use a system that features encryption and authentication technologies. Make sure that all employees have their own user names and passwords and then set up document retrieval permissions that make sense for your organization and its policies.