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Don't
Eliminate Important Documents
Unless you implement an alternate
solution, you can't just stop
generating paper and expect your
firm to continue operating as
normal. Generally speaking,
for every piece of paper you
eliminate, you'll be utilizing some
other type of technology in its
place... which leads me to my next
point.
Implement a
Suitable Data Backup Process
Regardless of the method used for
backing up data, there are a few
important things to remember.
First, store backups off site.
In the case of a fire, those backup
tapes sitting next to your server
won't be of any use.
Fire-proof safes may not even help,
as the temperature inside the safe
could become high enough to ruin the
data on a tape or disk. Second, backup
to a different removable device each
day, over a minimum 10-day rotation
period. Third, monitor your
backup reports daily, and actually
test restore operations on a regular
basis. With these requirements
met, you can start thinking about
going paperless.
Document
Storage and Management
As you read through this article,
you will notice that more and more
information will need to be stored
and managed electronically.
You could do most of this with a
well-managed system of network
folders - but it may quickly become
an overwhelming task. Consider
implementing a good document
management system (DMS) before
getting too far along with your
paperless office plans. A good
DMS will help you keep all of your
electronic files organized in ways
that will make them more easily
accessible later. For some
good informational videos showing a
great DMS system in action, I
recommend you take a look at the
demonstration library at
www.LSSe64.com.
Document
Production
When legally acceptable, and
agreeable by your client, produce
documents in PDF format rather than
on paper. You'll need some
sort of PDF creation software - like
Adobe Acrobat. Don't share the
original word processing document
with others, unless it's okay for
them to make changes without you
knowing it, or possibly viewing some
of your comments, notes and
formatting techniques (known as
metadata). Create a fresh PDF
file instead, and consider password
protecting sensitive information
before sending via email. And
always retain a copy on your server.
E-mail
Storage and Management
As more documents are shared
electronically, e-mail storage will
probably require some attention.
As with word processing documents,
you could create a system of e-mail
folders for storing messages and
attachments transmitted between you
and your clients. But a good
document management system will help
you keep this information organized
more efficiently. Also, make sure
that e-mail and attachments are
stored in their native format
without alterations.
Case
Management Software
This almost goes without mentioning.
By now, most firms recognize the
value of a good case management
system. Being able to manage
calendars, case notes, contacts,
etc. with efficient software is a
must in any paperless environment.
Internal
Forms
You may be surprised by the amount
of paperwork generated by forms used within your own office.
E-mail can replace many of your
internal paper-based forms and
requests, but you will need some way
of organizing any forms processed
via e-mail. A document
management system can help.
However, for many internal
processes, like client/matter
intake, conflict searches and check
requests, a new generation of
"workflow management" software is
providing an even better solution.
Workflow Management software is definitely worth some research.
Accounting
Reports
Most accounting systems will now
retain seemingly infinite
transaction detail. Time
sheets, cost records, payment
details, etc. But beware -
just because detail exists in the
system, doesn't mean that you should
go without important control and
audit reports. For example,
consider the "missing timesheet"
scenario. An attorney claims
to have worked for a client on a
particular day, but nobody can find
a time entry showing the work
performed. Maybe it was
accidentally deleted. Maybe it
was never entered. With a
paper-based system, the attorney
could produce the original posting
edit - showing the time as it was
originally entered. In a
paperless environment, the attorney
still needs to be able to offer the same
type of proof. In short, your
accounting system should continue to
generate all the necessary control
and audit reports, just not on
paper. Instead, important
reports need to be generated
electronically, then stored,
organized and indexed in much the
same way that a document management
system functions.
Electronic
Billing
There are two generally recognized
methods for electronic billing, and
your accounting system must be
capable of both. The first
method is to simply produce a client
invoice in PDF format. The PDF
file can then be e-mailed to the
client, or posted on your firm's
client portal website. The
second method requires that you
produce invoices in special formats
that can be imported into other
software systems. Whether or
not either method is very efficient
for the law firm is open for debate.
However, by offering these
electronic billing options, your firm
may be able to retain clients that
would otherwise go to another firm.
And the more efficiently that you
can produce electronic bills, the
more profitable these cases will be.
Scanning
Documents
By scanning existing documents, and
any new documents you receive,
physical storage space is reduced,
copies can be shared with others
without producing additional paper,
documents are safer (with good
backups) and they can be combined
with other files in your document
management system. The key to
a successful scanning process is
making sure you have an efficient
way to get documents from the
scanner into your document
management system. Look for a
document management system that can
be "triggered" by your
scanner. This simple feature can
eliminate several intermediate steps
that would otherwise waste time and
frustrate users.
Vendor
Invoices
Consider scanning all of your vendor
invoices and receipts. Some
accounting and workflow systems allow
you to attach files (such as scanned
invoices in PDF format) to check
requests and various accounting
transactions. With vendor
invoice images attached to
accounting transactions, users can
quickly access this information
on-line via the case management
system or billing and accounting
system.
Parcel Mail
Many firms are now scanning incoming
mail, and delivering it throughout
the office via e-mail. Not
only can a single piece of mail be
delivered simultaneously to multiple
users, but the scanned files can be
integrated into your document
management system and become part of
the electronic client record.
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