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ABA gives advice on creating the paperless office
RICHARD WEINER
Technology for Lawyers
Published: August 12, 2016
The American Bar Association recently published a very good overview on the transition to a paperless law office and came up with a raison d’etre that had escaped me before: a paperless office lets lawyers take their entire offices, and all of their files, with them wherever they go.
In the article, Oakland, California attorney Jeffrey Allen pointed out a five-step process for converting over to a completely paperless office.
First, and as always with any of these technologically-oriented processes, have a plan. That plan will involve some decisions that will shape it going forward. First, make sure the current filing system can be converted quickly and easily to a paperless format. Otherwise, create one. Next, decide if the plan will be prospective or retrospective. The latter is more difficult, expensive and time consuming, but it will give you access to everything.
Second, organize your files. If you’re particularly attached to them in current form, you can make the electronic filing look like your current system. Or you can access one of an infinite variety of filing systems. Use one that you’re most comfortable with. There are enough that you can get one you like. The other important point is to standardize file names across the firm.
Next, Allen said to “invest in good hardware.” He seems to mean good scanners and suggests a major one for whoever will be doing the bulk of the scanning, and a desktop scanner for each attorney (sounds like a good idea). Make sure that the scanning hardware, scanning software and document search software are all compatible with each other (my little contribution). Have a good quality storage system, or top of the line cloud storage. Or both.
Fourth, “diligently stick to the process.” Once you commit to paperlessness, you have to be all-in, all of the time. Cavs 2016. Randomness of usage will create an unworkable mess.
Last, back everything up regularly, frequently and in multiple secure locations.
Doing that, you can put an entire case—in fact, a virtually unlimited number of document and media files, on inexpensive flash drives and portable hard drives. And your practice will be ready to roll, anywhere, any time.
The entire article (short and worthwhile) is here: http://www.americanbar.org/publications/gp_solo/2016/may-june/road_warrior_life_less_paper.html