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Start Page: Going paperless doesn't have to be painful

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Kim BrandYou promised your-self this would be the year you went “paperless.” The year is half over. How’s that working out for you?

Paper has some wonderful advantages: It’s cheap, portable and sturdy. What’s not to love? It’s also bulky, non-searchable and difficult to share. Many strategies that aim to reduce your dependence on paper trade “familiar and simple” for “complex and powerful.” When you add “costly” to “going paperless,” many plans get derailed.

Going paperless is not document management

For the firm that is just starting down the paperless path, adopting a full-on document management system can be daunting. DM includes systems that manage workflow, routing, permissions, retention policies and indexing. Typical programs cost thousands of dollars and may take days away from work for training. They can be the information backbone of a large firm or simply back-breaking for the solo with a small staff.

Our experience is that going paperless doesn’t have to be painful. Here are some practical tips to propel your paperless plans into unparalleled productivity.
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1. Refine your current computer filing system

Most firms have a decent computer filing system – but going paperless means adding a lot more files. Create template folder structures with place-holders for folder names and simply copy and paste those structures to kick-start new clients or matters. This method is efficient and guarantees consistency.

Create naming rules that make it easy to search for a file. A simple scheme that includes the type of document, version, party, etc. is best. Don’t be terse – names of files and folders can be two dozen characters or more.

You’ll find some great examples in this American Bar Association article from “Law Practice Today.” http://bit.ly/FolderTemplate

2. Stop the paper before it multiplies and spreads

Identify choke points where paper enters your business, and create procedures to eliminate it as quickly as possible. Scan documents when and where you open the mail on a fast, two-sided (duplex) scanner that sits on your desk. Good ones cost about $500. The Fujitsu Scan Snap S1500 includes Adobe Acrobat Standard.

Communicate your paperless preference to business partners, vendors and colleagues. You may find they have great ideas you can use.
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Subscribe to a service – or buy a system – that converts incoming faxes to PDFs and delivers them via email attachments. Then detach the PDFs and store them in the appropriate place.

3. Think data safety

The compliment to a good scanner is a great shredder! But that takes courage unless you have a reliable backup system. I recommend a dedicated file server, daily local and offsite backups and regular monitoring by a competent professional. Digital backup and disaster recovery systems are as much a part of a paperless office as a scanner.

As a backstop, you should keep documents organized chronologically for at least the time it takes to be sure their scanned versions have been protected by backups.

4. What do you do after you’ve scanned a document?

When you eliminate paper you’ve also lost a key part of most traditional workflow systems. Many firms depend on paper moving from desk to desk to trigger processes like docketing, follow-ups and analysis.

I recommend you train the person scanning the document to take these three steps after the document is scanned. I call it the 3 Ps:

Put - Put the scanned image in the right place.

Pass - Pass the file (or a link to it or note about it) to someone who needs it or who will decide what needs to be done next.
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Post - Post a record in a docketing system, calendar, bookkeeping database or action list.

5. What to do with the paper you already have

You may be tempted to start your paperless project by scanning your archives’ files. I suggest you wait until after you have refined your system and know more about how you really want it to work.

There are service bureaus that specialize in high-speed scanning you can employ to get rid of really large piles of paper. Alternatively, you can hire temps or conscript your kids to help.

The key is to make sure the files get named accurately and stored properly.•

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Kim Brand is a technology expert, author and president of Computer Experts, Inc. In addition to the Indiana Lawyer, he writes for West Publishing, the ILTA and the IL Bar Association. Kim also contributed to the ‘On-Premises’ section of the recently released ILTSO.org legal technical standards and he is the inventor of the FileSafe Server used by many law firms. The opinions expressed are those of the author.
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  1. What is the one thing the Hoosier legal status quo hates more than a whistleblower? A lawyer whistleblower taking on the system man to man. That must never be rewarded, must always, always, always be punished, lest the whole rotten tree be felled.

  2. I want to post this to keep this tread alive and hope more of David's former clients might come forward. In my case, this coward of a man represented me from June 2014 for a couple of months before I fired him. I knew something was wrong when he blatantly lied about what he had advised me in my contentious and unfortunate divorce trial. His impact on the proceedings cast a very long shadow and continues to impact me after a lengthy 19 month divorce. I would join a class action suit.

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  4. Dear Fan, let me help you correct the title to your post. "ACLU is [Left] most of the time" will render it accurate. Just google it if you doubt that I am, err, "right" about this: "By the mid-1930s, Roger Nash Baldwin had carved out a well-established reputation as America’s foremost civil libertarian. He was, at the same time, one of the nation’s leading figures in left-of-center circles. Founder and long time director of the American Civil Liberties Union, Baldwin was a firm Popular Fronter who believed that forces on the left side of the political spectrum should unite to ward off the threat posed by right-wing aggressors and to advance progressive causes. Baldwin’s expansive civil liberties perspective, coupled with his determined belief in the need for sweeping socioeconomic change, sometimes resulted in contradictory and controversial pronouncements. That made him something of a lightning rod for those who painted the ACLU with a red brush." http://www.harvardsquarelibrary.org/biographies/roger-baldwin-2/ "[George Soros underwrites the ACLU' which It supports open borders, has rushed to the defense of suspected terrorists and their abettors, and appointed former New Left terrorist Bernardine Dohrn to its Advisory Board." http://www.discoverthenetworks.org/viewSubCategory.asp?id=1237 "The creation of non-profit law firms ushered in an era of progressive public interest firms modeled after already established like the National Association for the Advancement of Colored People ("NAACP") and the American Civil Liberties Union ("ACLU") to advance progressive causes from the environmental protection to consumer advocacy." https://en.wikipedia.org/wiki/Cause_lawyering

  5. Mr. Foltz: Your comment that the ACLU is "one of the most wicked and evil organizations in existence today" clearly shows you have no real understanding of what the ACLU does for Americans. The fact that the state is paying out so much in legal fees to the ACLU is clear evidence the ACLU is doing something right, defending all of us from laws that are unconstitutional. The ACLU is the single largest advocacy group for the US Constitution. Every single citizen of the United States owes some level of debt to the ACLU for defending our rights.

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