NetDocuments is built for speed. When you run a search, results come back in seconds — because your documents live in high-performance “hot” storage optimized for exactly that.
But not every file belongs in hot storage. Large items like PSTs, videos, and ZIP archives can’t be searched by content anyway — only by file name. Storing them in NetDocuments means you’re paying premium storage rates for files that don’t benefit from it.
Here’s the fix most law firms are already set up to use: SharePoint.
Nearly every firm we work with has an Office 365 subscription, which means SharePoint is already available. The strategy is simple — move large files to SharePoint, then link them directly into NetDocuments. Your team never has to leave NetDocuments to access them, and you stop paying hot storage costs for files that don’t need it.
Here’s how to set it up.
Part 1: Setup
Step 1: In SharePoint, have your IT People create a Library for your Client Documents
Step 2: Create a Folder for your Client Cabinet
Step 3: Create a Client and Matter Folder that mirrors what you have in NetDocuments
Step 4: Create Folders for the items you want to link to NetDocuments
Part 2: Usage
Step 1: Highlight a Folder in SharePoint. Click the … and Copy link
Step 2: In NetDocuments, Click Add> Link/URL
Step 3: Paste the Link and Give the Link a Name
Step 4: Profile the Link like you would any other file
That’s it. Your team works entirely within NetDocuments, the link opens the SharePoint folder directly, and your large files stay out of hot storage where they don’t belong.
If you’re spending more on NetDocuments storage than you’d like, this is one of the first places to look. Reach out to Optiable if you’d like help auditing your storage usage or structuring a SharePoint integration that fits your firm’s workflow.