Category: Best Practices
Moving to NetDocuments is a big step forward for your firm’s document management. But the platform is only as effective as the habits your team builds around it. Here are five practices that make the biggest difference in keeping your firm organized and efficient.
1. File Documents to the Right Workspace Immediately #
The number one cause of document chaos is saving files to the wrong location or leaving them unfiled. When you create or receive a document, file it to the correct client-matter workspace right away. Waiting until later means it gets forgotten, misfiled, or duplicated. If your firm uses ndOffice, saving directly from Word or Outlook to the correct workspace takes seconds.
2. Use Document Profiles Consistently #
NetDocuments lets you tag every document with metadata such as document type, author, date, and practice area. This makes search dramatically more powerful. But it only works if your team fills in profiles consistently. Agree on a standard set of document types (letter, memo, agreement, pleading, etc.) and make sure everyone uses them. A few seconds of profiling when saving a document saves minutes of searching later.
NetDocuments is also rolling out AI-powered profiling that will automatically suggest metadata tags when you save a document, making this process even faster.
3. File Emails as You Go #
Email is one of the most important records in any legal matter, and also the easiest to lose track of. Use ndMail to file emails to the correct workspace as they come in rather than letting them pile up in your inbox. Predictive filing makes this fast since ndMail learns your habits and suggests the right workspace automatically. A clean inbox and a complete matter record go hand in hand.
4. Understand How Check-Out Works and Keep ndOffice Connected #
NetDocuments handles document locking automatically in most situations. When you click on a document in NetDocuments with ndOffice installed, it checks the document out, downloads it, and opens it in Word or Excel. When you close the file, it automatically checks it back in. You generally do not need to think about this process as long as ndOffice is working properly.
Where things can go wrong is if ndOffice is not signed in or has lost its connection. If that happens, documents may open locally without being checked out, which means your changes may not sync back to NetDocuments. Make it a habit to confirm that ndOffice is signed in and connected before you start working.
For teams working on the same document simultaneously, NetDocuments also supports co-authoring through Microsoft Word Online and Word on the desktop. This allows multiple users to edit a document at the same time without needing to check it out, similar to how Google Docs works. Co-authoring is a good option for collaborative drafting sessions where real-time input from multiple people is needed.
5. Review and Clean Up Workspaces Regularly #
Workspaces accumulate drafts, duplicates, and outdated files over time. Set a regular schedule (monthly or at matter close) to review workspaces and archive or delete documents that are no longer needed. This keeps your repository clean and makes search results more relevant. NetDocuments’ version history means you can always recover an older version if needed, so do not be afraid to remove clutter.
Making It Stick #
The best time to build these habits is during your initial NetDocuments rollout. When the platform is new and everyone is learning, establishing clear expectations around filing, profiling, and email management sets the tone for long-term success. Document these practices in a short firm-wide guide and revisit them during onboarding for new staff.
Need help establishing document management best practices at your firm? HFSM Technology provides implementation, training, and ongoing support for Canadian law firms. Visit hfsm.ca/contact/ to learn more.
