0
Welcome!
The Paperless Law Office Webinar
Will Begin in a Few Minutes
About MyCase
MyCase Legal Practice Management Software
MyCase is the premier web-based legal practice management
software....
About MyCase
MyCase Websites
•Modern and professional design built for your firm!
•Social media and blog integration!
•Com...
How to Cr eate & Maintain

Paperless

The

Law Office

Ernie Svenson
Ernie Svenson
‣EDLA Law Clerk
‣Practiced law 27 yrs
‣ErnieTheAttorney.net
‣“Acrobat in One Hour for
Lawyers” (ABA book)

‣...
Paper less
sin ce 2005
3	
  Phases
1. Contemplation	
  
2. Implementation	
  
3. Optimization
9
Poll	
  Question	
  #2
What	
  best	
  describes	
  your	
  paperless	
  
state	
  now?

10
Contemplation
You	
  may	
  be	
  surprised	
  to	
  learn	
  you’re	
  already	
  on	
  your	
  way

11
Common	
  Questions
• Am	
  I	
  ready	
  to	
  go	
  paperless?	
  
• How	
  hard?	
  Expensive?	
  
• Need	
  to	
  hire...
Define	
  “paperless”
forget	
  definitions;	
  focus	
  on	
  benefits

• No	
  paper:	
  impossible,	
  silly,	
  
self-...
Key	
  Questions
be	
  realistic	
  about	
  the	
  true	
  challenges

• How	
  much	
  less	
  paper?	
  
• How	
  quick...
How	
  much	
  less?
depends	
  on	
  factors	
  such	
  as…

• how	
  much	
  paper	
  you	
  have	
  now	
  
• where	
  ...
How	
  quickly?
depends	
  on	
  factors	
  such	
  as…

• how	
  many	
  people	
  in	
  your	
  firm	
  
• how	
  much	
...
What	
  process?
The	
  ideal	
  path	
  should	
  be…

• The	
  simplest	
  &	
  easiest	
  
• Minimally	
  disruptive	
 ...
Which	
  benefits?
Keep	
  in	
  mind	
  the	
  things	
  you	
  most	
  want	
  to	
  attain

• Organization	
  &	
  effi...
Benefits	
  Summary
reasons	
  why	
  digital	
  documents	
  are	
  better

• Easier	
  to	
  store,	
  retrieve	
  	
  
...
Some	
  downsides
it’s	
  true:	
  paper	
  is	
  easier	
  in	
  certain	
  situations

• Easier	
  to	
  reorder	
  page...
Poor	
  excuses
Bad	
  reasons	
  to	
  dismiss	
  becoming	
  paperless

• E-­‐filing	
  isn’t	
  allowed	
  
• Judge	
  ...
Ethics	
  issues
aren’t	
  an	
  impediment,	
  but	
  require	
  attention

• Rule	
  1.1:	
  competence	
  
• ABA	
  20/...
Engagement	
  letter
should	
  make	
  it	
  clear	
  to	
  the	
  client	
  that…

• You’ll	
  scan	
  all	
  files	
  to...
Implementation
Is	
  mostly	
  about	
  building	
  momentum	
  and	
  avoiding	
  catastrophes

25
Getting	
  Started
Is	
  not	
  as	
  hard	
  as	
  you’d	
  expect,	
  because:

• You’ve	
  already	
  started,	
  so…	
...
Keys	
  to	
  Success
grab	
  low-­‐hanging	
  fruit	
  &	
  avoid	
  land	
  mines

• Tackle	
  the	
  easy	
  stuff	
  f...
Two	
  Principles
to	
  keep	
  in	
  mind	
  as	
  you	
  steadily	
  move	
  forward

1. Keep	
  digital	
  things	
  di...
Keep	
  it	
  digital
Is	
  not	
  as	
  hard	
  as	
  you’d	
  expect

• Don’t	
  print	
  emails	
  
• “Print	
  to	
  P...
Make	
  it	
  digital
is	
  your	
  first	
  small	
  challenge

• Buy	
  the	
  right	
  scanner(s)	
  
• Use	
  often;	
...
Make digital
PDFs
‣widespread use (in law too)
‣“portable document format”
‣think: ‘digital paper’
‣learn: how to manipulate them
Adobe Acrobat
Professional $409
Standard $289
Key	
  PDF	
  Skills
• Create	
  PDFs	
  from	
  Word,	
  Excel…	
  
• Zoom,	
  Jump	
  to	
  Page,	
  Rotate	
  
• Bookma...
Acrobat Book
Consultants
optional,	
  helpful,	
  or	
  mandatory?

• Optional:	
  for	
  the	
  easy	
  stuff	
  
• Helpful:	
  for	
 ...
Implementation	
  Costs

Summary

Equipment	
  &	
  Tools

Stuff	
  you	
  need,	
  or	
  should,	
  buy
Fujitsu ScanSnap ...
Optimization

40
Document	
  Mgt
Key	
  questions	
  ask	
  in	
  deciding	
  how	
  to	
  manage

• How	
  big	
  is	
  your	
  law	
  fir...
Digital	
  Workflow
how	
  will	
  you	
  work	
  in	
  a	
  less	
  paper-­‐centric	
  world?

• Start	
  with	
  a	
  si...
Current	
  System
How	
  do	
  you	
  manage	
  digital	
  files	
  right	
  now?

43
Doc	
  Mgt	
  101
nested	
  folders

special	
  software

• Phase	
  1:	
  Nested	
  folders	
  
• Phase	
  2:	
  DMS	
  s...
Two	
  Phases
Ordinary Folders

Special DMS Software

Jones v. Smith	

Hawkins v. Magee	

Kramer v. Kramer	

Masters v. Jo...
Simple folders
Crown v. Royal
01 Pleadings	

02 Correspondence	

03 Documents	

04 Word Processing	

05 Depositions	

06 Legal Research	
...
Simple file names
[Date] [Description]
[Date] [Description]
2014-02-27 Motion for Summary Judgment…
2014/02/27

Motion for Summary Judgment…

2014_02_27 Motion f...
01 Pleadings
2009-01-01 Original Complaint	

2009-01-08 Summons to …	

2009-02-15 Return on Service	

2009-03-02 Extension...
02 Correspondence
2008-02-13 EES ltr K Smith	

2008-02-01 K Smith email EES	

2008-01-04 Thompson fax EES	

2007-12-14 Chi...
Problems
nested	
  folders	
  are	
  simple	
  but…

• Deletion:	
  someone	
  makes	
  a	
  mistake.	
  	
  
• Conflicts:...
Firm	
  Size
More	
  than	
  3	
  -­‐	
  5	
  users:	
  time	
  for	
  DMS

53
DMS	
  Software
Leading	
  “Document	
  Management	
  Systems”

54
Benefits
DMS	
  imposes	
  organization

• Forced	
  save:	
  have	
  to	
  save	
  to	
  the	
  system,	
  and	
  have	
 ...
Bottom	
  Line
regarding	
  DMS	
  systems

• You	
  can	
  now	
  afford	
  it	
  
• You	
  almost	
  certainly	
  need	
...
Wrap	
  Up

Things	
  you	
  can	
  work	
  on	
  now	
  to	
  build	
  momentum

57
Summary

Equipment	
  &	
  Tools

Stuff	
  you	
  need,	
  or	
  should,	
  buy
Fujitsu ScanSnap iX500

Cost
$409

Adobe A...
5	
  Takeaways
the	
  best	
  keys	
  to	
  getting	
  started	
  now

59
60
ernie@ernestsvenson.com

If you have questions feel free to email me

Interested in MyCase?!
www.MyCase.com!
www.MyCase.co...
62
How to Create & Maintain The Paperless Law Office
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How to Create & Maintain The Paperless Law Office

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Are you tired of stacks of papers creating clutter and slowing you down when looking for specific documents? Transitioning to a paperless law office can alleviate these pains and reduce stress in your work environment – it can also create leverage. That’s why we brought in well known attorney and author, Ernest Svenson (aka “Ernie the Attorney“), to explain how to make the switch.

Here are slides from his presentation.

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Transcript of "How to Create & Maintain The Paperless Law Office"

  1. 1. Welcome! The Paperless Law Office Webinar Will Begin in a Few Minutes
  2. 2. About MyCase MyCase Legal Practice Management Software MyCase is the premier web-based legal practice management software. Built as a complete platform, MyCase offers features that seamlessly cover all the daily functions that a modern, small law firm requires in one place at an affordable price. Just $39/month per attorney ! $29/month per paralegal or staff
  3. 3. About MyCase MyCase Websites •Modern and professional design built for your firm! •Social media and blog integration! •Complete integration with MyCase practice management software
  4. 4. How to Cr eate & Maintain Paperless The Law Office Ernie Svenson
  5. 5. Ernie Svenson ‣EDLA Law Clerk ‣Practiced law 27 yrs ‣ErnieTheAttorney.net ‣“Acrobat in One Hour for Lawyers” (ABA book) ‣PaperlessChase.com ‣ernie@paperlesschase.com
  6. 6. Paper less sin ce 2005
  7. 7. 3  Phases 1. Contemplation   2. Implementation   3. Optimization 9
  8. 8. Poll  Question  #2 What  best  describes  your  paperless   state  now? 10
  9. 9. Contemplation You  may  be  surprised  to  learn  you’re  already  on  your  way 11
  10. 10. Common  Questions • Am  I  ready  to  go  paperless?   • How  hard?  Expensive?   • Need  to  hire  a  consultant?   • Convince  staff  &  lawyers?   • Possible  in  my  practice  area?   • Isn’t  it  impossible  to  be  totally  paperless? 12
  11. 11. Define  “paperless” forget  definitions;  focus  on  benefits • No  paper:  impossible,  silly,   self-­‐defeating   • Reasonable:  “less  paper”   • Focus  on  benefits,  not  rigid   definitions 13
  12. 12. Key  Questions be  realistic  about  the  true  challenges • How  much  less  paper?   • How  quickly  to  reduce?   • What  process  should  you  follow?   • What  benefits  do  you  most  want? 14
  13. 13. How  much  less? depends  on  factors  such  as… • how  much  paper  you  have  now   • where  it’s  being  stored  now   (onsite,  offsite?)   • How  much  can  or  should  be   digitized 15
  14. 14. How  quickly? depends  on  factors  such  as… • how  many  people  in  your  firm   • how  much  paper  you  have  now   • your  folks’  technology  skills   • commitment  to  act  (not  just  plan) 16
  15. 15. What  process? The  ideal  path  should  be… • The  simplest  &  easiest   • Minimally  disruptive   • Tried  &  true  (by  lawyers)   • Reliable;  likely  to  succeed 17
  16. 16. Which  benefits? Keep  in  mind  the  things  you  most  want  to  attain • Organization  &  efficiency   • Information  retrieval   • Remote  access  to  files 19
  17. 17. Benefits  Summary reasons  why  digital  documents  are  better • Easier  to  store,  retrieve     • Cheaper  to  store   • Oversight  is  possible   • Access  from  anywhere  (e.g.  iPad)   • Backup  &  remote  synchronization 20
  18. 18. Some  downsides it’s  true:  paper  is  easier  in  certain  situations • Easier  to  reorder  pages   • Easier  to  browse  certain  kinds  of   information   • Easier  to  read  (but  eInk  technology  is   changing  this)   • Need  to  practice  “digital  hygiene” 21
  19. 19. Poor  excuses Bad  reasons  to  dismiss  becoming  paperless • E-­‐filing  isn’t  allowed   • Judge  requires  paper  in  court   • My  practice  isn’t  conducive  to   being  paperless   • Other  attorneys  send  me  paper 22
  20. 20. Ethics  issues aren’t  an  impediment,  but  require  attention • Rule  1.1:  competence   • ABA  20/20:  tech  requires  attention   • But  what  about  wills  and   promissory  notes  etc.?   • Create  a  good  engagement  letter 23
  21. 21. Engagement  letter should  make  it  clear  to  the  client  that… • You’ll  scan  all  files  to  PDF   • You’ll  destroy  all  paper  you  receive   • You’ll  only  keep  digital  files  for  X  years  (but   actually  keep  longer)   • You’ll  give  client  digital  copy  upon  written   request  (via  digital  download)   • Engagement  letter  is  valid  in  PDF  format 24
  22. 22. Implementation Is  mostly  about  building  momentum  and  avoiding  catastrophes 25
  23. 23. Getting  Started Is  not  as  hard  as  you’d  expect,  because: • You’ve  already  started,  so…   • Build  momentum  steadily   • Use  consultants  for  “digital   hygiene”  &  training. 27
  24. 24. Keys  to  Success grab  low-­‐hanging  fruit  &  avoid  land  mines • Tackle  the  easy  stuff  first   • Avoid  premature  (or   unnecessary)  challenges   • Use  consultants  appropriately 28
  25. 25. Two  Principles to  keep  in  mind  as  you  steadily  move  forward 1. Keep  digital  things  digital   2. Make  paper  into  digital 29
  26. 26. Keep  it  digital Is  not  as  hard  as  you’d  expect • Don’t  print  emails   • “Print  to  PDF”  more  often   • Capture  faxes  to  PDF   • Think  digital  at  all  times 30
  27. 27. Make  it  digital is  your  first  small  challenge • Buy  the  right  scanner(s)   • Use  often;  get  familiar   • Send  out  large  jobs  to  scanning   services  where  appropriate Fujitsu iX500 31
  28. 28. Make digital
  29. 29. PDFs ‣widespread use (in law too) ‣“portable document format” ‣think: ‘digital paper’ ‣learn: how to manipulate them
  30. 30. Adobe Acrobat Professional $409 Standard $289
  31. 31. Key  PDF  Skills • Create  PDFs  from  Word,  Excel…   • Zoom,  Jump  to  Page,  Rotate   • Bookmark,  Highlight,  Comment   • Search  PDF,  or  group  of  PDFs   • Bates-­‐stamp  &  Redact   • Digitally  sign  a  PDF 35
  32. 32. Acrobat Book
  33. 33. Consultants optional,  helpful,  or  mandatory? • Optional:  for  the  easy  stuff   • Helpful:  for  digital  hygiene  and   software  training   • Mandatory:  for  major  challenges  like   setting  up  a  DMS,  or  if  firm  is  large 38
  34. 34. Implementation  Costs Summary Equipment  &  Tools Stuff  you  need,  or  should,  buy Fujitsu ScanSnap iX500 Cost $409 Adobe Acrobat: Professional $413 (Adobe Acrobat: Standard) ($289) Book: Acrobat for Lawyers $50 Tips: PDF for Lawyers.com Free Tips: PaperlessChase.com Free 39
  35. 35. Optimization 40
  36. 36. Document  Mgt Key  questions  ask  in  deciding  how  to  manage • How  big  is  your  law  firm?   • How  many  attorneys?  How   many  users?   • How  many  separate  offices? 41
  37. 37. Digital  Workflow how  will  you  work  in  a  less  paper-­‐centric  world? • Start  with  a  simple  model   • Refine  based  on  need  &  real   world  experiences   • Continue  refining  as  new   technologies  are  adopted 42
  38. 38. Current  System How  do  you  manage  digital  files  right  now? 43
  39. 39. Doc  Mgt  101 nested  folders special  software • Phase  1:  Nested  folders   • Phase  2:  DMS  software 44
  40. 40. Two  Phases Ordinary Folders Special DMS Software Jones v. Smith Hawkins v. Magee Kramer v. Kramer Masters v. Johnson Jarndyce v. Jarndyce Bushmill v. Gored Fordham v. Chevy Thompkins v. Carr 45
  41. 41. Simple folders
  42. 42. Crown v. Royal 01 Pleadings 02 Correspondence 03 Documents 04 Word Processing 05 Depositions 06 Legal Research 07 Attorney Notes 08 Trial Documents
  43. 43. Simple file names [Date] [Description]
  44. 44. [Date] [Description] 2014-02-27 Motion for Summary Judgment… 2014/02/27 Motion for Summary Judgment… 2014_02_27 Motion for Summary Judgment… 2014.02.27 Motion for Summary Judgment…
  45. 45. 01 Pleadings 2009-01-01 Original Complaint 2009-01-08 Summons to … 2009-02-15 Return on Service 2009-03-02 Extension Request 2009-04-02 Answer by Defend.. 2009-07-17 Motion for Summary 2009-08-01 Opposition to MSJ 2009-10-19 Order granting….
  46. 46. 02 Correspondence 2008-02-13 EES ltr K Smith 2008-02-01 K Smith email EES 2008-01-04 Thompson fax EES 2007-12-14 Chisom ltr EES 2007-11-11 Ward fax Counsel 2007-10-16 EES ltr Marion 2007-09-23 EES ltr Feinberg 2007-08-08 Mangione ltr EES
  47. 47. Problems nested  folders  are  simple  but… • Deletion:  someone  makes  a  mistake.     • Conflicts:  two  people  access  at  same  time;  now   we  have  2  versions.   • Version  control:  which  version  is  the  last  one  we   worked  on?   • Email:  how  do  we  put  emails  into  the  nested   folders?   • Naming  convention:  not  everyone  is  adhering  to   the  system  for  naming  files  and  folders 52
  48. 48. Firm  Size More  than  3  -­‐  5  users:  time  for  DMS 53
  49. 49. DMS  Software Leading  “Document  Management  Systems” 54
  50. 50. Benefits DMS  imposes  organization • Forced  save:  have  to  save  to  the  system,  and  have   to  profile  document  to  an  open  matter     • Conflicts:  are  no  longer  possible.   • Version  control:  system  automatically  creates  and   keeps  track  of  versions   • Email:  can  be  saved  to  DMS,  and  shared  with   everyone  as  needed.   • PDFs:  can  handle  storage  &  manipulation   • Remote  access:  pull  files  from  outside  of  office 55
  51. 51. Bottom  Line regarding  DMS  systems • You  can  now  afford  it   • You  almost  certainly  need   it  now  (or  soon)   • You  may  need  a  consultant   to  help  you 56
  52. 52. Wrap  Up Things  you  can  work  on  now  to  build  momentum 57
  53. 53. Summary Equipment  &  Tools Stuff  you  need,  or  should,  buy Fujitsu ScanSnap iX500 Cost $409 Adobe Acrobat: Professional $413 (Adobe Acrobat: Standard) ($289) Book: Acrobat for Lawyers $50 Tips: PDF for Lawyers.com Free Tips: PaperlessChase.com Free 58
  54. 54. 5  Takeaways the  best  keys  to  getting  started  now 59
  55. 55. 60
  56. 56. ernie@ernestsvenson.com If you have questions feel free to email me Interested in MyCase?! www.MyCase.com! www.MyCase.com/blog! Get 10% off your first 6 months ! with MyCase for attending.! Use promo code: PAPER14 63
  57. 57. 62
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