Case Study: How a 50-User Law Firm Streamlined Document Management with NetDocuments

Benji
6 days ago
3 min read

For law firms, efficient document management is the backbone of client service. Our 50-user law firm client faced the challenge of managing thousands of client matters, discovery files, scanned documents, and email correspondence in a way that was both secure and easily searchable. To solve this, we implemented NetDocuments as their document management system (DMS), along with integrations such as ndMail, ndOffice, ndScan, and ndAdobe.

The Challenge

The firm’s attorneys and staff relied on local file servers and shared folders to organize client matters. Searching for the right document often meant digging through multiple folders or relying on staff who “knew where it was saved.” Email correspondence, PDFs, scanned discovery files, and client forms were scattered across multiple systems. This slowed productivity, introduced version control issues, and created compliance risks.

Real Life Scenarios: With vs. Without a DMS

Scenario 1: Last-Minute Court Filing

Without a DMS: An attorney needs the most recent draft of a motion before heading to court. Several drafts exist in a shared folder, and staff waste valuable minutes confirming which one is final.
With NetDocuments: The attorney opens Word, and ndOffice automatically saves and version-controls the latest draft directly to the client matter. No guesswork, no delays.

Scenario 2: Client Email Trail

Without a DMS: A paralegal tries to find an email from opposing counsel regarding discovery deadlines. It’s buried in someone’s Outlook inbox, and the attorney isn’t in the office to forward it.
With NetDocuments + ndMail: Every email related to that client matter is automatically filed and searchable within NetDocuments. The paralegal finds it in seconds, preventing costly miscommunication.

Scenario 3: Scanned Discovery Files

Without a DMS: Hundreds of pages of scanned discovery arrive. They’re dropped into a general “Scans” folder, with no clear link to the case. Weeks later, staff struggle to locate them.
With NetDocuments + ndScan: Files are routed directly from the copier into the correct client matter folder in NetDocuments. Metadata and OCR make them fully searchable across the entire repository.

Scenario 4: Compliance Audit

Without a DMS: The firm faces a compliance audit and must show access controls and file histories. Proving document integrity means piecing together server logs and email trails.
With NetDocuments: Every document has built-in version history, permissions, and audit trails, making compliance reporting straightforward and stress-free.

The Solution: NetDocuments Suite

We deployed NetDocuments as the central repository for all client files, integrated directly into the firm’s workflow:

ndMail – File emails into the correct client matter from Outlook.
ndOffice – Save Word, Excel, and PowerPoint files directly to NetDocuments.
ndScan – Route scanned documents to the right matter folders automatically.
ndAdobe – Edit PDFs in Adobe Acrobat and save them directly back into NetDocuments.

The Results

With NetDocuments, the firm now has:

Centralized Matter Management – Every document, email, and scanned file is tied to a client matter.
Advanced Search – Staff can instantly locate any file using metadata and full-text search.
Higher Productivity – Tasks that once took 10–15 minutes to locate files now take seconds.
Compliance & Security – Encryption, permissions, and audit trails built-in.

Conclusion

By adopting NetDocuments with ndMail, ndOffice, ndScan, and ndAdobe, our client transformed their document management process. What used to be a frustrating, time-consuming task is now a streamlined, secure, and highly searchable system allowing attorneys and staff to dedicate more time to client service and case strategy.

If your law firm is still managing documents in shared folders or relying on inbox searches, it’s time to consider a modern DMS that saves time, reduces risk, and improves client service.