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NCBA Center for Practice Management
Going Paperless in Your Law Office
Joyce Brafford
Why go Paperless?Reduced Costs
Greater Productivity
Better Access
Better Control
Improved Security
Environmental Impact
Too Much Paper
✤ $50/day searching for documents.
✤ $200/month in off-site, humidity controlled Storage.
✤ Loss of Control.
✤ Overwhelming.
Make a Plan
✤ Prioritize what you need to achieve.
✤ Less Paper or No Paper?
✤ Less Storage or No Storage?
✤ Remote Access for Staff?
✤ Analyze your motivating factors
✤ What’s the driving force?
✤ What problem are you solving?
Document Travel within Your Office
✤ How do documents arrive to your office?
✤ Who is the first to touch it?
✤ What happens next?
✤ How is it saved?
✤ Where is it saved?
✤ Is it saved in more than one place?
✤ How is it retrieved later?
Selecting HardwareWhat hard technology will be essential to meet the goals you already identified?
Hardware
✤ Scanners?
✤ Fujitsu Scansnap
✤ HP
✤ Servers
✤ Personal Clouds
✤ SaaS Could Storage
✤ Backup Systems
✤ Multiple Monitors
ScanSnap
Takes up very little space Easy to set up: works with Macs or PCs
Scans at a rate of up to 25 pages per minute
Scans both sides of a page in one pass (duplex) and ignores blank pages.
Automatically rotates upside down pages
Handles letter and legal sized pages, even if inter-mixed
Comes with software that automatically makes PDFs text-searchable
Can scan wirelessly to a computer, or to iPads, iPhones or Android devices
Comes with Adobe Acrobat Standard, a $300 value (Windows software only however; sorry Mac folks!).
Servers
✤ In house or Cloud Based
✤ Storage Space
✤ Expandability
✤ Back Ups
✤ Speed
✤ Redundancy
✤ Operating System Compatibility
Backup Systems
✤ Hardrive Backup
✤ Cloud Backup
✤ Full System Backup
Necessary Software
✤ PDF Creation Software✤ Word Perfect✤ MS Word✤ Apple Pages✤ Adobe Acrobat✤ Nitro Pro✤ PDF Converter Pro
✤ Document Management Software✤ NetDocuments✤ Worldox✤ DropBox✤ Clio
Paperless ProtocolsHow will you manage the process, and how will you ensure your protocols are followed?
Basic Steps in Your Protocols
✤ Convert documents to PDF
✤ Quality Control Spot-check Scanned and Converted Docs
✤ Store before Shredding
✤ Create a File-Naming System
✤ Standardized Process for Saving Documents
✤ Folder Templates to Ensure Consistency
File Retention Basics
✤ Standard File Retention Policy
✤ Manage the size of documents stored (with Scanner or Adobe)
✤ File Closing Procedures
✤ Destroy Electronic Records
✤ Regular Training for New Employees
