It’s 2015. Are you still relying on paper to run your law practice? Widely acknowledged and touted often, the benefits of going paperless include increased productivity, reduced overhead, and improved collaboration—but is going paperless really a reality for law firms? Join attorney Ernie Svenson (‘Ernie the Attorney’ of PaperlessChase.com) and Clio’s own Lawyer In Residence Joshua Lenon as they discuss: - which documents and files you must save to meet ethics and insurance requirements - best practices for electronic storage of documents that meet your and your clients’ needs - the tools and technology that will help your law firm move towards a 'less paper' existence

1. #ClioWeb
Taming the File Cabinet:
Paperless Essentials for Lawyers
A Clio Webinar with
Joshua Lenon – Clio
Ernie Svenson – PaperlessChase.com

2. #ClioWeb
Instructors
• Joshua Lenon
– New York-admitted
attorney
– Lawyer in Residence at
Clio
• Ernie Svenson
– Founder,
PaperlessChase.com
– Louisiana-admitted
attorney
– Speaker, blogger, and
author of PDF Essentials
for Lawyers
– @ErnieAttorney
#ClioWeb

3. #ClioWeb#ClioWeb
Agenda
• How Can Small Firms Smoothly Create a
Paperless Office (40)
– Benefits
– What is paperless?
– What to keep as paper
– Recommendations for tools, file formats, and file
naming
• Paperless in Clio (10 minutes)
• Questions (10 minutes)
#ClioWeb

4. How Small Firm Lawyers
Can Smoothly Create a

5. Ernie Svenson
‣ Practiced law 27 yrs
‣ “Acrobat in One Hour for
Lawyers” (ABA book)
‣ PaperlessChase.com
‣ ernie@paperlesschase.com

10. What a paperless law practice is
and how to best create one…

11. Why create a paperless law practice?

12. Managing information
can be challenging

13. Keeping track!
1.

14. Keeping track of information is hard

15. Keeping track of just paper is hard

18. Managing TWO systems is very hard

19. Organizing!
2.

20. Organizing is tedious & expensive

21. Paper vs. Digital
Hard
Easy

22. Storage costs:
comparison
$! $!

23. Routing digital = easy

24. Automation

26. Access!
3.

27. Just in time

35. Problems

36. Paper is…
Expensive to store
Tedious to organize
Impossible to search
Expensive to transmit
Stuck in a single location

37. Impossible
to automate workflow

38. Simple
Sensible
Smooth
Transition

39. Leverage
momentum you already have

41. Beginning 2001
Paperless

44. Freedom

46. What is…
a paperless law practice?

47. Impossible
to get rid of all paper?

48. What documents
MUST be in paper format?

50. Must be in paper!
Wills & Trusts
Promissory notes
Old stock certificates
Original affidavits

51. Should be in paper?
stuff that makes life easier

54. Closed Files

55. Convert
the paper to what format?
?

56. PDF
(portable document format)

57. Benefits
1. Looks & acts like paper
2. Does much more than paper

58. More…
You can highlight
Sign digitally
Quickly bates-stamp
Password protect & redact
Search for key text

59. Learn to use

60. How to start?

61. You already have

62. Strategic leverage

63. Be sensible
1. Don’t scan closed files
2. Or files open for too long
3. Start with new cases

64. Ethics Issues
* Rule 1.1 - Competence
* ABA 20/20 - Technology
* Engagement letter

65. Engagement Letter
* You’ll scan all paper to PDF
* You’ll destroy all paper (shred)
* You’ll provide digital files
* You’ll keep files for x years
* PDF copy of letter is valid

66. What you need…
* Scanner (dedicated)
* PDF software (Adobe)
* File Mgt system
* Consultant? Not at first

67. ScanSnap iX500

68. PDF Software
Free
$$$

69. PDF Training
$9.95
$40.00

70. File Management
Crown v. Royal
01 Pleadings
02 Correspondence
03 Documents

71. Simple File Naming
2005-12-25 F. Snowman Christmas Photo!
2007-09-15 Solaris Proposal RFP!
2007-11-21 Mockups from Solaris Proposal!
2008-01-08 J. Jones ltr F. Snow re contract!
2012-03-12 Jupiter Project Pro Forma!

72. Simple File Naming
[date] + [description]

73. Date = [year] + [month] + [day]
2008
01
08
Simple File Naming

74. Cloud Storage

75. Momentum Builders
Email management skills!
Mobile lawyering skills!
Web-based faxing!
Digital signatures!

76. Final Thoughts

78. Free Email Course

79. Thank You!

80. #ClioWeb
PAPERLESS IN CLIO
84

81. #ClioWeb#ClioWeb
File Formats in Clio

82. #ClioWeb#ClioWeb
Email Integration in Clio

83. #ClioWeb#ClioWeb
Email Integration in Clio

84. #ClioWeb#ClioWeb
ScanSnap Integration

85. #ClioWeb#ClioWeb
ScanSnap Integration

86. #ClioWeb#ClioWeb
ScanSnap Integration

87. #ClioWeb#ClioWeb
File Templates in Clio

88. #ClioWeb#ClioWeb
File Management in Clio

89. #ClioWeb#ClioWeb
File Search in Clio

90. #ClioWeb#ClioWeb
File Sharing in Clio

91. #ClioWeb#ClioWeb
File Sharing in Clio

92. #ClioWeb#ClioWeb
File Management by Clients

93. #ClioWeb#ClioWeb
File Management by Clients

94. #ClioWeb#ClioWeb
E-Signing in Clio

95. #ClioWeb#ClioWeb
E-Signing in Clio

96. #ClioWeb
QUESTIONS

97. #ClioWeb#ClioWeb
Thank You
Joshua Lenon
joshua@goclio.com
@JoshuaLenon
Linkedin.com/in/joshualenon