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.
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.”

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.
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.
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.•


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 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. I think the cops are doing a great job locking up criminals. The Murder rates in the inner cities are skyrocketing and you think that too any people are being incarcerated. Maybe we need to lock up more of them. We have the ACLU, BLM, NAACP, Civil right Division of the DOJ, the innocent Project etc. We have court system with an appeal process that can go on for years, with attorneys supplied by the government. I'm confused as to how that translates into the idea that the defendants are not being represented properly. Maybe the attorneys need to do more Pro-Bono work

  2. We do not have 10% of our population (which would mean about 32 million) incarcerated. It's closer to 2%.

  3. If a class action suit or other manner of retribution is possible, count me in. I have email and voicemail from the man. He colluded with opposing counsel, I am certain. My case was damaged so severely it nearly lost me everything and I am still paying dearly.

  4. There's probably a lot of blame that can be cast around for Indiana Tech's abysmal bar passage rate this last February. The folks who decided that Indiana, a state with roughly 16,000 to 18,000 attorneys, needs a fifth law school need to question the motives that drove their support of this project. Others, who have been "strong supporters" of the law school, should likewise ask themselves why they believe this institution should be supported. Is it because it fills some real need in the state? Or is it, instead, nothing more than a resume builder for those who teach there part-time? And others who make excuses for the students' poor performance, especially those who offer nothing more than conspiracy theories to back up their claims--who are they helping? What evidence do they have to support their posturing? Ultimately, though, like most everything in life, whether one succeeds or fails is entirely within one's own hands. At least one student from Indiana Tech proved this when he/she took and passed the February bar. A second Indiana Tech student proved this when they took the bar in another state and passed. As for the remaining 9 who took the bar and didn't pass (apparently, one of the students successfully appealed his/her original score), it's now up to them (and nobody else) to ensure that they pass on their second attempt. These folks should feel no shame; many currently successful practicing attorneys failed the bar exam on their first try. These same attorneys picked themselves up, dusted themselves off, and got back to the rigorous study needed to ensure they would pass on their second go 'round. This is what the Indiana Tech students who didn't pass the first time need to do. Of course, none of this answers such questions as whether Indiana Tech should be accredited by the ABA, whether the school should keep its doors open, or, most importantly, whether it should have even opened its doors in the first place. Those who promoted the idea of a fifth law school in Indiana need to do a lot of soul-searching regarding their decisions. These same people should never be allowed, again, to have a say about the future of legal education in this state or anywhere else. Indiana already has four law schools. That's probably one more than it really needs. But it's more than enough.

  5. This man Steve Hubbard goes on any online post or forum he can find and tries to push his company. He said court reporters would be obsolete a few years ago, yet here we are. How does he have time to search out every single post about court reporters and even spy in private court reporting forums if his company is so successful???? Dude, get a life. And back to what this post was about, I agree that some national firms cause a huge problem.