The Gazette 1993

GAZETTE

SEPTEMBER 1993

T I E

C H N 0

L O G

N O T

E I S

Document Management: Some Practical Considerations

An earlier Technology Notes reviewed basic considerations with regard to the management of documents'. This month, I return to the subject with a more practical review of the main considerations when constructing a document management system on an existing word processing package. A document management system is a means by which disciplined control can be exercised over those documents relevant on an on-going basis to the business of a firm and provides for retrieval, consistency and updating of content. A legal practice is a vast production line of documents. The majority of these will be replications of documents used in earlier transactions. Word processing systems have enabled practitioners to maximise the benefits of replication and to incorporate document editing and construction, typographical amendments and presentation or layout. This use of a word processing system for text manipulation will invariably lead to the ongoing storage and re-use of standard phrases, clauses, forms and documents. Systems become, in effect, large libraries of precedents and information resources which can become inaccessible or unuseable without proper management. The following list, which is not comprehensive, suggests some of the principal points to be considered when introducing or developing a document management system within a word processing environment.

2. Classify and Order

6. Notate the Documents Documents should include headers and footnotes which make clear their purpose and use and draw attention to specific features. In addition, it should j be indicated on documents as to when they were last revised and by whom. 7. Name your Documents \ In addition to numbering, documents should be given clear names which readily identify them. There is no point in having document titles such as ! [Standard Agreement 1, Standard Agreement 2 or Standard Agreement 3] which are meaningless to those who j may not use them regularly. j 8. Print Out and Retain Hard Copies These allow for far easier access to j copies of current documents by those who may not have keyboard skills. It is far quicker to browse through a hard j copy document than to browse through screen pages. It is also easier to photo- copy and use a paper document as a draft. | Reference 1. "Document Case and Client Management ! Systems"; Law Society Gazette; (Vol. 86 j No. 3 April, 1992). 2. "In the Beginning was the Word Processor" Nick Holmes, Solicitor Journal, (23 October, 1992) provides a useful overview of the main facilities available within and for the principal i word processing systems. 3. The Law Society Gazette (London) carried a short article on the use of Word Perfect for document management with some useful contact names and telephone numbers. "Making Use of Macros" (4 November, 1992). See also Word Perfect for the Legal Profession James Behrens (London, 1992). approval of the Technology Committee of The Law Society, seek to promote awareness of and the use of technology within the profession. Further details are available from the Honorary Secretary: John Furlong, c/o William Fry, Solicitors, Fitzwilton House, Wilton Place, Dublin 2. • The Technology Advisory Group is a group of solicitors who, with the

Organise you documentation within departments, specialist areas etc. This disciplines your approach and makes access to a large amount of documentation much easier. Make allowance for the addition of new categories or of new model documents or clauses. Documents should be coded or numbered and listed in a register which is available to all potential users. One person should have a central role as administrator in determining which documents are to be included in the system and be responsible for updating them. Standard styles, layouts and typography of documents should be decided at the start. It is important to use the security features of your word processing system to ensure that documents once entered may only be amended or deleted by the administrator. Use all the relevant features of the word processing system and build them in at the start. These include such features as table of contents generators; automatic paragraph numbering; automatic page numbering; draft numbers and date; deletion of notations on engrossment etc. Use the features of the system to automate the internal structures of documents (These include Macro features in Word Perfect or Glossary and Merge in Wang WP) 1 These features can standardise and automate the inclusion of such items as fee earner signatures, formats, tabs and 3. Centralise Your Sources and Inputs 4. Use the Features 5. Use Automatic Features 2

1. Know Your Business: Know Your Documents

Do not overload a supposed document management system or precedents system with irrelevant documentation.

margins, paper sizes, execution clauses, dates, front covers etc.

It is not an archive, but a working i dispensary of relevant material.