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Page 1: Best Practices - Paperless Office

Best Practices for a Paperless Office

Beverly Michaelis

Practice Management Advisor

Professional Liability Fund

Page 2: Best Practices - Paperless Office

Topics

1. Processing Documents

2. Redundancy: Too Much of a Good Thing?

3. Leveraging Efficiency

4. Protecting Your Investment

5. Caring for Special Documents

Page 3: Best Practices - Paperless Office

Processing Documents

• Outbound Documents

• Inbound Documents

Page 4: Best Practices - Paperless Office

Outbound – No Signature

Electronic File Created

Saved to Client’s eFolder

Entered into Database

Printed to Paper or PDF

Sent

Page 5: Best Practices - Paperless Office

Outbound – Signed Traditionally

Electronic File Created

Saved to Client’s eFolder

Entered into Database Printed Signed by Pen

Scanned Saved AgainDatabase

UpdatedSent to Client

Page 6: Best Practices - Paperless Office

Outbound - eSigned

Electronic File Created

Saved to Client’s eFolder

eSigned Entered into Database

Sent to Client

Page 7: Best Practices - Paperless Office

Electronic SignaturesThe Cloud v. The Machine

Page 8: Best Practices - Paperless Office

1. Issued by a Certificate Authority (CA)

2. CA Provides Public Key

3. Public Key Validates Private Key

4. Recipients Can Rely on Authenticity

5. Can Expire or Be Revoked

Digital Signature IDs

Page 9: Best Practices - Paperless Office

Inbound Documents

Paper Arrives Date Stamped Scanned to PDF

OCR

AppliedEntered into

DatabaseForwarded

Electronically

Fate of Paper is Decided

Page 10: Best Practices - Paperless Office

Redundancy: Too Much of a Good Thing?

Page 11: Best Practices - Paperless Office

Does It Make Sense to Keep Paper?

Page 12: Best Practices - Paperless Office

And eFiles?

Page 13: Best Practices - Paperless Office

And Case Management or Document Management Data?

Page 14: Best Practices - Paperless Office
Page 15: Best Practices - Paperless Office

Use Case or Document Management Software!

Page 16: Best Practices - Paperless Office

Organized

• Matter-Centric

• Multiple Ways to Classify and Describe

• Automatic Indexing

Easy

• Drag and Drop Files

• Cross reference multiple matters/contacts

Page 17: Best Practices - Paperless Office

Reliable

• Version Control

• History Tracking – Check in/Check Out

Instantly Accessible

• Search for Text or Metadata

• No More Lost or Misplaced Paper Files

• Information at Your Fingertips

Page 18: Best Practices - Paperless Office

Consistent

• eFiling Structure Provided

• Users Must Comply

All File Types Supported

• Audio, Video, Images, Other

• Easily file Email from Outlook

Page 19: Best Practices - Paperless Office

• Matter-Level

• Individual Documents

• Document Types

• Legacy Protection

• Secure Web Portal

And Secure!

Page 20: Best Practices - Paperless Office

Leveraging Efficiency

1. eSign

2. Do Not Maintain Equivalent Paper Files

3. Use Acrobat Batch Processing

4. Use Software!

Page 21: Best Practices - Paperless Office

eSign

Page 22: Best Practices - Paperless Office

Do Not Maintain Equivalent Paper Files

Scan and eFile

Shred Paper or

Send to Client or

Place in Chron File

Page 23: Best Practices - Paperless Office

Acrobat Batch Processing

1. Apply OCR and ClearScan

2. Embed Index

3. Redact

4. Bates Number

5. Optimize File Size and More…

http://blogs.adobe.com/acrolaw/category/batch-processing/

Page 24: Best Practices - Paperless Office

Learn and Use Software!

Page 25: Best Practices - Paperless Office

Protecting Your Investment

• Proper Security

• UPS Battery Protection

• Backups Daily Routine

Test Integrity

On and Off Site Storage

www.osbplf.org > Practice Aids and Forms > Technology > How to Backup Your Computer

Page 26: Best Practices - Paperless Office

Caring for Special Documents

1. Client Property

2. Legally Significant

3. Authenticity at Issue

Page 27: Best Practices - Paperless Office

Return All Client Property

1. Photographs

2. Tax Returns

3. Bills

4. Receipts

5. Diaries

If the Source is the Client: Return it!

Page 28: Best Practices - Paperless Office

Legally Significant

1. Last Will and Testament

2. Promissory Note

3. Contract

4. Fee Agreement

5. Required by RuleExample - Local Rules of Bankruptcy Procedure, 9037-1 (a)(1) Statement of Social Security Numbers, http://bit.ly/h5nFpB

If the Source is the Client: Return it!

Page 29: Best Practices - Paperless Office

Authenticity at Issue?

Source: Jacqueline A. Joseph, CDE - http://jjhandwriting.com/index.php

Page 30: Best Practices - Paperless Office

Thank You!

View the complete handout at: http://t.co/yxzI8vq