DMS Saving & Versioning Cheat Sheet

DMS Saving & Versioning Cheat Sheet

Overview of topics covered:
  1. SharePoint
    1. DMS for Legal utilizes Microsoft SharePoint to manage documents and emails. This means that everything you “process” into DMS lives within SharePoint.
    2.  You can access documents within Outlook but the most efficient way to process, access, and search documents is within SharePoint directly.
  2. Major versus Minor
    1. Minor versions are created during drafting/editing and prior to any substantive changes that are ready to be published (for example: to the client, court, or opposing counsel). Anytime you make a change to a document and save it will automatically make a new minor version (0.1, 0.2, etc.).
    2. Major versions are created when the document is ready go from a draft to a production document (ready to be published). For example: to send to the client, send to opposing counsel, or submit to the court. Major versions are manually created (1.0; 2.0, etc.).
      1. Always put “comments” in when you save/publish a Major version for ease of tracking later.
  3. Pleading Status and Versioning
    1. With the use of Pleading Statuses (Draft, Out to Client, Ready to File, Filed, Conformed, etc.) and the ability to use versioning, there is no need for separate “subfolders” like Drafts or Conformed Documents, etc. You only need to maintain one Word document throughout its lifecycle until it is converted to PDF and then you can manage the one pdf through its lifecycle as well (filed, conformed, etc.). This reduces the number of documents and subfolders to sift through.
Revised: 05/10/2021

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