Many law firms that utilize a case management system (CMS) have come to understand the incredible amount of data it has the ability to collect and capture. Good data is one of the most critical elements law firms use to make solid, well-founded business decisions. So having a shepherd and protector of your firm’s data is also important. In fact, many law firms ask us, “At what point do we need to have a dedicated database administrator?” and, “What is the role of a database administrator?” These questions acknowledge the importance of your data management and the power inherent in its ability to help your firm grow and reach new heights. In this week’s blog, we’ll discuss the critical role database management plays, define the role of a database administrator, and emphasize the importance of good, clean data.
Short answer: Yes.
Think of it this way: You’ve done your research and vetted the many case management options available on the market. You picked the program that was right for your firm and made a significant investment in it.
You put in the work to get it implemented and trained your team on how to utilize this powerful tool designed to house client data. It likely took a ton of time, effort, and money to get it set up and begin functioning as you intended. It’s as time consuming and as big of a commitment as buying a new home. Well, just like buying and maintaining a house, you need to invest ongoing time and effort into keeping your home in top shape so that it is providing you with the shelter, function, and comfort you need. That ongoing investment into a CMS is made in the form of continuing training and education, empowering a database administer, and ensuring your program is up-to-date and that you’re making the most of every dollar you put into it. Any time you spend money to have a CMS program for your firm, you need to further that investment by having someone oversee that program and the data housed within it.
In a database, data is stored in a highly structured way. In a case management program, you are able to create new data items, read data items, delete data items, and update data items. In order for the database engine to run well, you don’t want everyone to be able to have access to complete those functions. In addition, as is the case with many other areas of operations within a business, if something is everyone’s responsibility, then it’s no one’s responsibility. How do you ensure clean data is being put into your system if you don’t have someone who is regularly checking it?
A database administrator may look different depending on the needs and the size of your firm. Database management is essential to a law firm but does not necessarily need to be a full-time job. A larger firm may need a full-time database administrator with no additional case work duties. In a large firm, this person’s primary job would be to keep a check on the health of your system. That includes making sure the structure and integrity of your data is applicable and reliable for your firm’s needs. In addition, in larger firms, this person may be responsible for troubleshooting the database as well as supporting the hardware and software for the database and associated servers (if applicable).
In today’s world of data mining, analyzing data, reporting, reporting and more reporting, you need your CMS to be up to date and capturing the most useful information for your firm in a way that allows for seamless and powerful analysis. This information likely will change frequently, and you need someone with the skills to know how to modify and mold your system to start capturing the needed data.
In a smaller firm, this team member may be your contact person for making any changes or updates to your CMS program or for adding new case types. This person would likely continue to have other work duties and would not be able to devote full time hours to your database but should still have the same skills and oversight for your systems. This may include adding new fields to capture data, creating document templates that work within your CMS, managing any cleanup needed, adding new users and/or case types, and creating or modifying reports. It is also beneficial to allow this team member access to any training that your current CMS program provides so they can keep your firm’s CMS program up to date. Finally, they can provide new team members with CMS onboarding training and existing team members continuing education on your chosen case management platform.
Regardless of firm size, it will be the database administrator’s role to ensure the team understands how to use the program, how to properly input data, and where to store client documents. Without proper training, bad data can overrun a system incredibly quickly. Think about how many times your phone rings throughout the day. Every one of those calls represents new data being collected. If you don’t have a database administrator who is ensuring the people answering your phones know how to collect and capture that data, then it’s likely being put in 1,000 different ways. That’s not clean data! Your database administrator can set up solid training programs and verify on a regular basis that the data going into your system is useful and in the right place.
Both small firms and large firms should look for an ideal candidate that has excellent problem-solving skills. They should be able to work independently in a support role and maintain a strong sense of integrity in the oversight of personal sensitive data. They should also be able to work well with each department in order to structure data in the best user-friendly ways. The candidate should be skilled in analyzing reports to understand the “story” data is telling. This helps with using good data to identify bottlenecks or performance defects. This role will be instrumental in the success of your firm. Take the time to pick the right person for the job.
Firms who have a dedicated database administrator are able to see the bigger picture and make smarter business decisions based on solid, clean data. There’s great power in that. An exceptional database administrator can truly help your firm reach the next level of success. They’ll become an integral member of your team and help provide the key metrics that your leadership team will need to continue moving forward.
