Simply put, a Case Management System [CMS] is a piece of computer software that allows you to make fewer trips to the filing cabinet by tracking a great deal of client information right on the computer, and then using that information to help you run your operations. Although different systems have different levels of functionality, there are certain functions that are central to virtually all case management systems.
The focal point of any CMS is a shared database of all your relavent information. This information is stored in a cloud based resource so that it is accessible to all of your staff. The information stored varies by system, but typically includes anywhere from a few dozen to several thousand fields of information about your cases and contacts. Aside from basic biographical information (names, addresses, phone numbers, etc.) many systems also allow you to view and instantly retrieve any document related to a specific case.
Document handling and document generation capability are very important defining factors of a case management system: The better ones have very powerful document generation capabilities built right in. In just a few mouse clicks some case management systems can create complex documents right in your browser window with the pertinent case data merged in automatically.
Another important advantage of a computerized case management system is the ability to work remotely. Once the information you need to work on is centrally stored on your office network, you can easily access that network from home or anywhere else where you have internet access. You no longer need to take a stack of files home with you if you want to work at home – all you need is a way to connect to your office network. If you’ve got a high-speed internet connection both at home and at the office, you’ll find that the speed of working remotely is very nearly equal to that of actually being in the office.