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Legal professionals require robust systems for efficient Document management, which involves creating and storing substantial volumes of documents and emails. Traditionally, much of this information was stored on Windows file shares—commonly known as G or F drives—where practitioners archived matter-related content, including files created in WordPerfect and later Microsoft Word.
In the late 1990s and early 2000s, document management systems (DMS) such as iManage introduced new methods for handling matter documents, though initial offerings were not fully matter centric. Over time, iManage established itself as a leading solution, facing competition from vendors like Hummingbird, whose market presence diminished after its acquisition by Opentext.
Epona began as an iManage partner in 2000 before developing its own competitive solution in 2006: a legal DMS built on Microsoft SharePoint. This system streamlined email and document management by matter, providing functionality comparable to iManage.
Cloud Solutions
Around 2011, NetDocuments emerged as a significant player by offering a cloud-based DMS, alleviating firms of the need to maintain onsite hardware. Several AmLaw 100 firms adopted this approach early and reported positive outcomes.
Recognizing the shift towards cloud computing, Epona transitioned its SharePoint solution from on-premises deployments to the Microsoft 365 cloud using SharePoint Online.
A clear trend has emerged among legal DMS providers, with notable shifts in industry preference occurring approximately every 10 to 15 years. Initially, iManage set the standard; a decade later, NetDocuments gained prominence, and now, again a decade later. Microsoft 365 with Epona is rapidly gaining traction.
While iManage remains the market leader, followed by NetDocuments, Microsoft and Epona are experiencing accelerated growth. Many firms currently using iManage on-premise are carefully evaluating alternatives rather than automatically migrating to the iManage cloud. Frequently, these firms opt for Microsoft’s cloud platform, ensuring that critical competencies and core functional requirements are preserved. But also firms using NetDocuments are making this switch. Mainly because firms see the benefits to have everything inside the Microsoft cloud instead.
Key Considerations for Law Firms
As in previous decades, law firms must continue to view document management as a cornerstone of operational success. When selecting a DMS, essential features include:
- Secure storage and organization
- Cloud-based infrastructure
- Cost effective
- No Vendor Lock
- Artificial intelligence enhancements
- Integration and compliance capabilities
Let’s get into some of those competencies a bit more.
Secure Storage and Organization
Legal professionals are required to store all matter-related content in an accessible location to establish a comprehensive digital case file for reference by other users. Prior to the adoption of Document Management Systems (DMS), this information was typically kept on file shares, which often lacked both matter-centric organization and efficiency. The introduction of DMS solutions brought improved structure, as most legal DMS providers now offer systems organized around matters, enabling users to easily locate relevant content. This approach extends to email management as well; effective matter management is challenging without incorporating emails, since email remains the preferred communication tool among legal professionals, despite the growing adoption of platforms such as Microsoft Teams.
All matter data must remain confidential and be securely stored with proper permissions and auditing. iManage, NetDocuments, and Epona offer these protections by default. Epona and Microsoft let you keep data in your own Microsoft 365 tenant, while iManage and NetDocuments use their own clouds. As DMS solutions shift to the cloud, strong security is vital to meet client expectations.
Cost Effective
As data volumes increase, so do storage costs. Many firms use Microsoft 365 cloud since existing licenses include storage, making separate DMS platforms unnecessary. SharePoint offers additional archive storage at a lower cost than regular storage. Moving DMS content to the M365 cloud can significantly reduce expenses.
Transitioning away from costly iManage or NetDocuments licenses can result in significant cost savings, particularly as most organizations already possess Microsoft 365 licenses. By adding a few Epona licenses, you can achieve equivalent or enhanced functionality.
AI Enhancement capabilities
Currently, a Document Management System (DMS) can use artificial intelligence to process and enhance data. In many cases, content is brought to AI tools for analysis, research, or integration with external legal publications and libraries.
When AI is applied to content, it may classify data by assigning metadata to documents and identifying document types such as NDA, SPA, DPA, or other legal documents. AI can also assess whether a document should be labeled as sensitive.
Using AI prompts on documents can save time on tasks such as summarization, risk assessment, or providing detailed explanations about specific documents, thereby improving user efficiency.
A DMS may function as a knowledge repository, though many organizations review and curate documents before classifying them as know-how. Semantic search capabilities allow users to query DMS or KMS content using natural language.
Why should I move my DMS into the Microsoft365 cloud with Epona ?
The question is not whether law firms will move to Microsoft 365 and SharePoint, but when. Many have already switched, and among the AM100, this shift is expected soon—typically, a few firms lead, and others follow, as history has shown. AM100 were the lasts ones who switched from WordPerfect to Microsoft Word and it seems this will be again the case.
Law firms must cut costs to adopt AI, which can significantly impact daily operations but is expensive. Since AI often relies on internal data, having an organized, AI-enabled DMS is essential for implementing AI successfully.
Prepare for the next era of business transformation. Microsoft is committed to equipping your firm with advanced AI capabilities, while Epona and SharePoint ensure that your critical documents remain well-organized and secure. By consolidating operations within the Microsoft cloud, your organization can achieve cost savings and greater efficiency. Innovative tools such as CoPilot will further enhance productivity across your firm.
Migrating from iManage or NetDocuments to Microsoft 365 and Epona
Many firms currently using a Document Management System (DMS) may be hesitant to undertake a large-scale migration of all existing DMS data to the Microsoft Cloud. For organizations still operating iManage on-premise, this migration exercise is necessary and
increasingly, firms are choosing to transition directly to the M365 cloud. Similarly, firms using NetDocuments are initiating this process, driven not only by potential cost savings but also by the seamless native integration with Office products, Teams, CoPilot, and other solutions.
While migration can be time-consuming, it is entirely feasible. There are numerous tools and specialist companies available to facilitate the transfer of content from legacy systems to the Microsoft cloud. With thorough preparation and scheduling, migration should not pose a significant barrier to moving forward.
In the coming months, we will be publishing additional blog posts on this topic, as an increasing number of firms are seeking reasons to transition from iManage or NetDocuments to the Microsoft Cloud.
Want to know more?
We invite you to connect with us to explore how a Legal DMS on Microsoft365 SharePoint can benefit your organization.