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Ernie Svenson
Paperless
Law Office
The
How to Create & Maintain
Craig Bayer
Ernie Svenson
‣EDLA Law Clerk
‣Practiced law 27 yrs
‣ErnieTheAttorney.net
‣“Acrobat in One Hour for
Lawyers” (ABA book)
‣P...
Technology Consultant
Optiable.com
craig.bayer@optiable.com
Craig Bayer
3 Phases
1. Contemplation
2. Implementation
3. Optimization
4
ContemplationYou may be surprised to learn you’re already on your way
Implementation
6
Is mostly about building momentum and avoiding catastrophes
Optimization
7
Document Mgt
• How big is your law firm?
• How many attorneys? How
many users?
• How many separate offices?
8
Key question...
Digital Workflow
• Start with a simple model
• Refine based on need & real
world experiences
• Continue refining as new
te...
Current System
10
How do you manage digital files right now?
Doc Mgt 101
• Phase 1: Nested folders
• Phase 2: DMS software
11
nested folders special software
Simple folders
Crown v. Royal
01 Pleadings
02 Correspondence
03 Documents
04 Word Processing
05 Depositions
06 Legal Research
07 Attorney...
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 for...
01 Pleadings
2009-01-01 Original Complaint
2009-01-08 Summons to …
2009-02-15 Return on Service
2009-03-02 Extension Reque...
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 lt...
Firm Size
18
More than 3 - 5 users: time for DMS
Two Phases
19
Jones v. Smith
Hawkins v. Magee
Kramer v. Kramer
Masters v. Johnson
Jarndyce v. Jarndyce
Bushmill v. Gored
F...
DMS Software
20
Leading “Document Management Systems”
Lawyer Survey
Do you use a DMS, and if so what pro
Questions
Small Firm use of DMS
Don’t use a Document Mgt System
Use a DMS
Don’t know
70%
26%
4%
(Firms of 1 to 10 lawyers)
Hesitancy re: DMS
Cost
Making choice
Disruption
Firm too
small
Too Complex
Training folks
70%
31%
30%
28%
27%
18%
DMS Product Used
20%
11%
5%
10%
Non-DMS users dislike
Can’t search inside docs
Lost files (misfiled) or deleted
Can’t file emails easily
Lost track of ver...
Problems
• Deletion: someone makes a mistake.
• Conflicts: two people access at same time; now
we have 2 versions.
• Versi...
Benefits
• Forced save: have to save to the system, and have
to profile document to an open matter
• Conflicts: are no lon...
Deletions
29
Conflicts
30
Audit Control
31
Emails
32
Naming Convention
33
34
Practice Mgt
vs.
Document Mgt
Bottom Line
• You can now afford it
• You almost certainly need it
now (or soon)
• You’ll need a consultant to
help you
35...
Wrap Up
36
Things you can work on now to build momentum
White Paper
37
Key Considerations with DMS
38
39
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Managing Digital Documents, Why you need a DMS

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See the differences between simple folder storage systems and full-fledged document management systems (DMS system). Learn a basic document storing system, and simple file naming method you should be using now (at least until you’re ready to move to a full DMS system). Find out why firms with more than 3 networked computers need to consider shifting to a document management systems.

Published in: Technology
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Managing Digital Documents, Why you need a DMS

  1. 1. Ernie Svenson Paperless Law Office The How to Create & Maintain Craig Bayer
  2. 2. Ernie Svenson ‣EDLA Law Clerk ‣Practiced law 27 yrs ‣ErnieTheAttorney.net ‣“Acrobat in One Hour for Lawyers” (ABA book) ‣PaperlessChase.com ‣ernie@paperlesschase.com
  3. 3. Technology Consultant Optiable.com craig.bayer@optiable.com Craig Bayer
  4. 4. 3 Phases 1. Contemplation 2. Implementation 3. Optimization 4
  5. 5. ContemplationYou may be surprised to learn you’re already on your way
  6. 6. Implementation 6 Is mostly about building momentum and avoiding catastrophes
  7. 7. Optimization 7
  8. 8. Document Mgt • How big is your law firm? • How many attorneys? How many users? • How many separate offices? 8 Key questions ask in deciding how to manage
  9. 9. Digital Workflow • Start with a simple model • Refine based on need & real world experiences • Continue refining as new technologies are adopted 9 how will you work in a less paper-centric world?
  10. 10. Current System 10 How do you manage digital files right now?
  11. 11. Doc Mgt 101 • Phase 1: Nested folders • Phase 2: DMS software 11 nested folders special software
  12. 12. Simple folders
  13. 13. Crown v. Royal 01 Pleadings 02 Correspondence 03 Documents 04 Word Processing 05 Depositions 06 Legal Research 07 Attorney Notes 08 Trial Documents
  14. 14. Simple file names [Date] [Description]
  15. 15. [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…
  16. 16. 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….
  17. 17. 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
  18. 18. Firm Size 18 More than 3 - 5 users: time for DMS
  19. 19. Two Phases 19 Jones v. Smith Hawkins v. Magee Kramer v. Kramer Masters v. Johnson Jarndyce v. Jarndyce Bushmill v. Gored Fordham v. Chevy Thompkins v. Carr Ordinary Folders Special DMS Software
  20. 20. DMS Software 20 Leading “Document Management Systems”
  21. 21. Lawyer Survey Do you use a DMS, and if so what pro Questions
  22. 22. Small Firm use of DMS Don’t use a Document Mgt System Use a DMS Don’t know 70% 26% 4% (Firms of 1 to 10 lawyers)
  23. 23. Hesitancy re: DMS Cost Making choice Disruption Firm too small Too Complex Training folks 70% 31% 30% 28% 27% 18%
  24. 24. DMS Product Used 20% 11% 5% 10%
  25. 25. Non-DMS users dislike Can’t search inside docs Lost files (misfiled) or deleted Can’t file emails easily Lost track of versions Can’t audit who worked on file Can’t access outside of office No automated notification 25 39% 35% 35% 30% 21% 21% 17%
  26. 26. Problems • 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 26 nested folders are simple but…
  27. 27. Benefits • 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 27 DMS imposes organization
  28. 28. Deletions 29
  29. 29. Conflicts 30
  30. 30. Audit Control 31
  31. 31. Emails 32
  32. 32. Naming Convention 33
  33. 33. 34 Practice Mgt vs. Document Mgt
  34. 34. Bottom Line • You can now afford it • You almost certainly need it now (or soon) • You’ll need a consultant to help you 35 regarding DMS systems
  35. 35. Wrap Up 36 Things you can work on now to build momentum
  36. 36. White Paper 37 Key Considerations with DMS
  37. 37. 38
  38. 38. 39

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