In Pursuit of the Paperless Law Office

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Presentation by C. Todd Smith on behalf of the Orange County Bar Association's Technology Committee given 11/20/12 at the Solo and Small Firm Committee meeting. …

Presentation by C. Todd Smith on behalf of the Orange County Bar Association's Technology Committee given 11/20/12 at the Solo and Small Firm Committee meeting.

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  • Why go paperlessLess paperLess cost – less paper costs, less postage, less storage costs, less staff resources for filingConvenience – easily locate documents in seconds, no more tabbing paper, whole punching, and filing
  • Why now is the time – service by email rule
  • E-filing mandatory April 1, 2013
  • What’s your plan – jump in or test the water?First step is equipment (next slide).
  • Equipment you needScanner – My recommendation Fujitsu s1500 (includes Acrobat)Adobe Acrobat
  • Scanner is $400 - $450 and INCLUDES ACROBAT ($350 value)Now that you have the equipment, NOW WHAT?Must figure out how your going to scan your mail, how will you name it?
  • You’ve got to put some thought into this before you get startedYou’ve got to create a plan and train your staff – TRAINING IS VITALMust promote a positive attitude and discourage negativity
  • You’ve got to have a back-up systemBack-up hard driveBack up to the cloud – dropbox, etc. Plan for the worst – if you’re putting all of your documents in a digital format, you can’t afford to lose them.
  • STOP PRINTINGSTOP PRINTING THINGS TO SIGN THEM, ONLY TO SCAN THEM BACK TO DIGITALSTOP FAXING AND DON’T PUT FAX NUMBER ON YOUR BIZ CARD OR LETTERHEAD

Transcript

  • 1. In Pursuit of the Paperless Law Office (or at least one with less paper) Solo & Small Firm Committee Meeting - November 20, 2012 Presented by C. Todd Smith www.yourpiattorney.com todd@yourpiattorney.com Twitter: @ctoddsmith
  • 2. What the worldreally needs ismore love andless paper work. -Pearl Bailey
  • 3. Source: infographic by idatix.com
  • 4. Why gopaperless?
  • 5. PROGRESS
  • 6. Your entirepractice inthe palm ofyour hand
  • 7. Rule of JudicialAdministration 2.516 @ mandatory service by email
  • 8. E-FilingApril 1, 201312:01 a.m.
  • 9. What’s Your Plan?
  • 10. ScanSnap s1500 + Acrobat = Paperless Nirvana
  • 11. So you have ascanner…now what? Who scans the mail? How do you name the files? Where do you save the files? What do you do with the paper? What about your old files?
  • 12. Naming Protocols - must be consistent and all documents stored in central location“2012-11-19 to Client Re ________”“2012-11-19 Request to Produce to Defendant A”
  • 13. Cloud CaseManagement (today):
  • 14. Plan for a crash
  • 15. BE TECH LITERATE - Do Your Research http://www.ihearttech.com/paperless/ http://www.pdfforlawyers.com/ http://macsparky.com/paperless/ These links and more at: http://bit.ly/paperlesslaw
  • 16. When in doubt…
  • 17. UPCOMING MEETINGS OF THE TECHNOLOGY COMMITTEE (Third Thursday Every Other Month) JANUARY 17, 2013 MARCH 21, 2013 MAY 16, 2013 JULY 18, 2013All meetings at noon at the OCBA Center
  • 18. C. Todd Smith 407-841-8294todd@yourpiattorney.com Twitter: @ctoddsmith