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

May 9, 2012
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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