Moving to the Paperless Law · PDF file What is the paperless law office? • - The paperless law office is an office dedicated to reducing and eventually eliminating the use of paper

Moving to the

Paperless Law Office

Michael W. Reagor

Denver CLS

March 13, 2009

Does your office look like this?

Is this you?

Why go paperless?

−Think of all the paper you save

because “someday you might need

that document”, only to never use the

document again.

−How much time and effort does it cost

us to close and store files?

Why go paperless?

−Have you ever wasted time looking for a

single piece of paper?

−Have you ever spent hours rummaging

through redropes of documents?

−When you try cases, do you carry boxes

“trees” into the courtroom?

−Can you easily find your exhibits at trial?

Why go paperless?

• Cost savings

− Costs up front to digitize your office

− Costs saved at “back end of process”

• No storage costs

• Can locate documents

• Ease in use of documents

• Saved paper costs (80% estimate)

• Immediate access to information, to avoid “general”

conversations

• Easy to reorganize a case

− Better stewardship

Why go paperless?

- The need to collaborate electronically

• With clients

• With courts

• With co-counsel

• With experts

- Mobile efficiency

- Become a better lawyer: work smarter

What is the paperless law

office? • - The paperless law office is an office dedicated to

reducing and eventually eliminating the use of paper in every

aspect of the practice.

• - The paperless law office focuses on converting paper to

electronic format upon receipt and storing documents

electronically.

• - Change of attitude and approach: abandoning paper files

as our basic organizational approach and instead embracing

electronic documents as our primary or even sole files.

What is the paperless law

office? • - The paperless system is tied to every aspect of the firm’s

• operation including case preparation, use at trial and

• for office administration.

• - Create a single workflow process which is applied to all

cases, litigation and non-litigation/transactional, small and

large.

• - But, use the traditional workflow of your office and

implement paperless technology changes at particular points

and in particular processes.

What tools are needed?

• Hardware

− High speed scanner:

• Don’t scrimp

• Key to successful conversion and operation

• Must be networked

• Must be able to save and send documents as PDF

• Must be able to send documents directly to email

recipients

What tools are needed?

• Hardware

− Larger flat screen monitors (22 inches or larger)

What tools are needed?

• Hardware

− Networked workstations:

• Even in small firms

• Connected with the high speed scanner

What tools are needed?

• Hardware

− Digital faxing:

• Faxes arrive as emails and are sent as emails

• Get rid of your facsimile machine: use software to

convert or use a service

What tools are needed?

Hardware

What tools are needed?

• Hardware

− Optional

• Tablet computers

− Functions:

• Pen input: ink is integrated in 2007 Office products

• Capacitive touch: using your finger to scroll

• OneNote 2007: electronic notebook

What tools are needed?

• Software − Adobe Acrobat (9 Pro):

− Portable document format reader

− PDF editor

− Universal “printer”

− Bookmarks and nesting

− OCR functions: Acrobat 8 Pro and later

• Text on image = searchable PDF

− Document security

• Removal of metadata

• Signatures

• “Locking”

• Can establish have not been altered (evidence rules)

Software options to Acrobat

What tools are needed?

• Software

− Office 2007 products:

• Outlook 2007 functions:

− Creating and managing folders

− Search function

− Works like you do

− Acrobat integration

− OneNote integration

What tools are needed?

• Software

− Office 2007 products:

• Word 2007:

− Review and redlining functions

• Deltaview compatability

− Email integration

− Acrobat integration

− Mailing integration

What tools are needed?

• Software

− Optional software:

• OneNote 2007

− For notebook and tablet users

− Electronic file management system

− Fully searchable

− Convert handwritten notes

− Audio/video integration

− Never lose information again

− Find your notes immediately

What tools are needed?

• Software

− Optional software:

• Acrobat add ins:

− Autoink (http://www.evermap.com/autoink.asp)

http://www.evermap.com/autoink.asp

What tools are needed?

• Software

− Optional software

• PDF Annotator

What tools are needed?

• Software

− Optional software

• Xobni: email searching and organizing

What tools are needed?

• Database manager

− Manages all of your data

− Often integrates with other programs and add-ins

to eliminate repetition

• Timeslips and HotDocs integration in Abacus

− Can integrate with document management

software

− Eliminates error caused by paper management

(such as calendaring errors)

Basic Document Management

Basic Document Management

• Incoming documents

− Documents coming into the office are scanned as PDF and

sent to the recipient

− Original mail is also delivered to recipient for redirection

or destruction

− Certain original incoming documents are retained

• Examples: conformed liens, negotiable instruments,

conformed court documents

Basic Document Management

• Incoming documents (continued) − All other documents are destroyed

− “Junk” or advertising mail is not scanned

− Recipient then saves documents into the proper folder using proper naming

protocols

− In those cases where client has elected to receive documents via regular mail

(which is now generally the exception), the attorney or legal assistant will

send that paper copy received by this office to the client

− If the client has elected to receive documents electronically, then the

electronic document will be forwarded by email to the client using the

Outlook return receipt protocol

− Faxes are received by the receptionist as email, and then forwarded to

intended recipient; once received, all of the incoming protocols apply

Basic Document Management

Basic Document Management

• Outgoing documents − Document is saved to proper folder using proper name

• E.g., court pleading is saved to proper folder and then served and filed

electronically

• Correspondence is saved to proper folder and then sent via email with

return receipt request, or is saved and then printed and sent snail mail

− Usually only electronic copies are retained

Digital Filing System

• Logical folder system

− A logical folder system is an intelligently

designed folder system, used in every case and

matter, which ensures consistency and

predictability in use and storage of electronic

documents

− The key is to ensure consistency in practice

Digital Filing System

• Logical folder system

− Litigation example: • CLIENT NAME/CLIENT MATTER

• ATTORNEY NOTES

• CORRESPONDENCE/INCOMING/0UTGOING

• FEE AGREEMENT

• PLEADINGS

• DISCOVERY/PLAINTIFF/DEFENDANT

• DISCLOSURES

• FACTS

• PAID LITIGATION BILLS

• RESEARCH

• WITNESSES/EXPERTS/LAY WITNESSES

• DEPOSITION TRANSCRIPTS

• TRIAL MATTERS/JURY INSTRUCTIONS/WITNESSES/LAY WITNESSES/EXPERT WITNESSES

Digital Filing System

• Logical folder system

− Non-litigation example: • CLIENT NAME/CLIENT MATTER

• ATTORNEY NOTES

• CORRESPONDENCE/INCOMING/0UTGOING

• FEE AGREEMENT

• PAID BILLS

• RESEARCH

Digita