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.
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Managing Digital Documents, Why you need a DMS
- 1. Ernie Svenson Paperless Law Office The How to Create & Maintain Craig Bayer
- 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
- 4. 3 Phases 1. Contemplation 2. Implementation 3. Optimization 4
- 5. ContemplationYou may be surprised to learn you’re already on your way
- 6. Implementation 6 Is mostly about building momentum and avoiding catastrophes
- 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. 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. Current System 10 How do you manage digital files right now?
- 11. Doc Mgt 101 • Phase 1: Nested folders • Phase 2: DMS software 11 nested folders special software
- 12. Simple folders
- 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. Simple file names [Date] [Description]
- 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. 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. 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. Firm Size 18 More than 3 - 5 users: time for DMS
- 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. DMS Software 20 Leading “Document Management Systems”
- 21. Lawyer Survey Do you use a DMS, and if so what pro Questions
- 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. Hesitancy re: DMS Cost Making choice Disruption Firm too small Too Complex Training folks 70% 31% 30% 28% 27% 18%
- 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. 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. 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. Deletions 29
- 29. Conflicts 30
- 30. Audit Control 31
- 31. Emails 32
- 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. Wrap Up 36 Things you can work on now to build momentum
- 36. White Paper 37 Key Considerations with DMS
- 37. 38
- 38. 39