Introduction to Paperless Lawyering
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Why should you shift to a paperless law practice? And what's the best way to do so? This 1 hour presentation provides the roadmap, from an attorney who started his journey in the year 2000. Ernie ...

Why should you shift to a paperless law practice? And what's the best way to do so? This 1 hour presentation provides the roadmap, from an attorney who started his journey in the year 2000. Ernie Svenson has helped hundreds of lawyers make the transition, and he can help you too.

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Introduction to Paperless Lawyering Presentation Transcript

  • 1. Intro to PaperlessProcess information faster, with less effort
  • 2. Paperlesssince 2005
  • 3. Used to be
  • 4. – Technology was expensive/complicated – Process was uncertain/untested Why?
  • 5. Becoming Paperless (now at least)
  • 6. – Technology is cheap & pretty easy – Processes have been created & tried Today – But, one thing stands in the way…
  • 7. – Getting the right technology – Developing sound processes – (that other thing) We’ll Cover
  • 8. “paperless”Define
  • 9. 1. Completely devoid of paper 2. Devoid of paper as much as possible 3. All key information stored in digital form 4. Ability to work on documents anywhere, anytime Four Definitions
  • 10. Benefits
  • 11. – cheaper storage – no lost originals – easier to copy (cheaper too) – easier to transmit (cheaper) – easier to search – backup & security easier/cheaper Benefits
  • 12. 2,000 200,000
  • 13. 25 lbs 1 Ton?
  • 14. 80% of what’s filed never gets looked at again. –The Leader-Post
  • 15. 1 hr a day looking for missing info. –The Wall St. Journal
  • 16. Smith Contract
  • 17. Backup
  • 18. – harder to re-order pages – not as easy to browse – paper is easier to read Problems?
  • 19. Why change?
  • 20. Information processing
  • 21. Inform Organize Arrange Facts Research Gather Discover Inspire Story
  • 22. Information Processing Factoid Year Task Time 2003 2010 Genome Sequencing 10 yrs Genome Sequencing (if done today) 1 week
  • 23. Bad info handling may cause death
  • 24. ‘O’ Ring Problems Flight Date Temp °F Erosion Blow-by Damage Index 1 Apr. 1981 66° 0 2 Nov. 1981 70° 1 4 3 Mar. 1982 69° 0 5 Nov. 1982 68° 0 6 Apr. 1983 67° 0 41-B Feb. 1984 57° 1 4 41-C Apr. 1984 63° 1 2 51-A Nov. 1984 67° 0 51-C Jan. 1985 53° 3 2 11 51-D Apr. 1985 67° 0 61-C Jan. 1986 58° 1 4
  • 25. ‘O’ Ring Problems Flight Date Temp °F Erosion Blow-by Damage Index 2 Nov. 1981 70° 1 4 3 Mar. 1982 69° 0 5 Nov. 1982 68° 0 6 Apr. 1983 67° 0 51-A Nov. 1984 67° 0 51-D Apr. 1985 67° 0 1 Apr. 1981 66° 0 41-C Apr. 1984 63° 1 2 61-C Jan. 1986 58° 1 4 41-B Feb. 1984 57° 1 4 51-C Jan. 1985 53° 3 2 11
  • 26. ‘O’ Ring Problems 0 3 6 9 12 15 70° 69° 68° 67° 66° 63° 58° 57° 53° Erosion Damage Temp °F
  • 27. “paperless”Become
  • 28. Law Firm 1. Organize our stuff 2. Organize client stuff
  • 29. Stuff Client files Case docs E-mails Web-pages & other stuff
  • 30. 1. Keep it digital 1.(avoid printing) 2. Make it digital Principles
  • 31. Inputs E-mail Appts Faxes Letters Transcripts
  • 32. Outputs E-mail Faxes Letters
  • 33. Principles in practice (or how to transition to a paperless practice)
  • 34. Step 1
  • 35. Avoid printing emails
  • 36. of emails are never printed out 67%
  • 37. Friends don’t let friends print out emails
  • 38. Create new engagement letter
  • 39. Step 2
  • 40. Avoid printing altogether
  • 41. Mr. Rogers: May 8, 2008 Enclosed please find lots of paper. I hope that you enjoy sifting through these documents as much I have. Best wishes, Ernest Svenson 123 Walnut St., Suite 1001, New Orleans, LA 70118 Svenson Law Firm LLC
  • 42. New form letter
  • 43. Dear NAME: May 8, 2008 Best wishes, Ernest Svenson 123 Walnut St., Suite 1001, New Orleans, LA 70118 Svenson Law Firm LLC Mr. Rogers: Enclosed please find lots of paper. I hope that you enjoy sifting through these documents as much I have. File Save as PDFSend E-mail
  • 44. How to create? 1. Scan in signature 2. Erase background 3. Import to Word, Acrobat
  • 45. Web Fax
  • 46. $9 $10 $17 Send2Fax MyFax eFax Cost/monthService
  • 47. Receive web fax Email From Subject Date jbac Crosby case rsamson Miller matter 03/01/08 03/01/08 pbjelly Toasty bread issue jgotti Criminal case jford Auto case 02/28/08 02/27/08 02/26/08
  • 48. New Message To: Cc: Subject: 15043240453@myfax.com Attach: name of file
  • 49. Step 3
  • 50. Make digital
  • 51. Scanner - PPM - Duplex - Deskew - OCR
  • 52. Fujitsu ScanSnap $394 @ Amazon Model S1500 Model S1500M
  • 53. Paper Shredder Cost: $63 Model:Fellows
  • 54. Paper Shredder Cost: Free: (from Pound) Model:Terrier
  • 55. Shredder in Action
  • 56. PDFs “portable document format” = ‘digital paper’ widespread use
  • 57. PC vs. Mac
  • 58. Standard Professional Adobe Acrobat
  • 59. Acrobat X Standard Professional OCR Bates-stamp Redaction Compare PDFs
  • 60. Step 4
  • 61. File Organization
  • 62. Moving Parts ????? Applications Op Sys
  • 63. DMS v. Folders
  • 64. Special software Folder structure File naming system DMS req’s
  • 65. DMS Docs 2008_02_13 2008_02_12 2008_02_10 2008_02_09 2008_02_08 2008_02_06 2008_02_05 2008_02_04
  • 66. 2008_02_13 2008_02_13_15_49_51 2008_02_13_14_28_31 2008_02_13_10_19_45 2008_02_13_09_59_01 2008_02_13_02_07_23 2008_02_13_01_59_19 2008_02_13_01_45_01 2008_02_13_01_39_45
  • 67. Your folders
  • 68. Crown v. Royal 01 Pleadings 02 Correspondence 03 Documents 04 Word Processing 05 Depositions 06 Legal Research 07 Attorney Notes 08 Trial Documents
  • 69. Your file names
  • 70. 01 Pleadings 2009_01_01 Complaint 2009_01_08 Summons 2009_02_15 Return 2009_03_02 Extension req 2009_04_02 Answer 2009_07_17 Motion SJ Def 2009_08_01 Opp by Plntf 2009_10_19 Order grantng
  • 71. 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
  • 72. Folder File name Whole drive Finding
  • 73. Step 0
  • 74. The only reliable backup is an offsite backup
  • 75. Web-based options – Carbonite.com – CrashPlan.com – Dropbox.com – Sugarsync.com{ {
  • 76. Step −1
  • 77. Prepare for paperless – RAM (crucial.com) – Dual monitors – Email proficiency
  • 78. Oh, and that 3rd thing? – breaking a habit is hard – start by yourself – keep up your tech skills
  • 79. Why change?
  • 80. Why change? – Do better for clients – Enable more work flexibility – Lower stress & save money
  • 81. How to change? – Scan only new cases – Don’t scan old files – Scan old files only when you reach point where only few left
  • 82. 101