Ernie Svenson and David Sparks discuss going paperless in their office. They define what it means to be paperless, including having no paper, minimizing paper usage, storing key information digitally, and being able to access information anywhere. Some benefits of going paperless are avoiding lost documents, lower costs, increased speed, improved security, being better for the environment, and lower stress. The document explores various scanning methods and software for capturing and organizing digital documents as well as tips for digital document management, storage, backup, and legal record keeping requirements.

1. Paperless Mac
Ernie Svenson and David Sparks

2. Who are These Guys?

3. Ernie Svenson

4. David Sparks

5. As you can see, we run a completely paperless office

6. What is Paperless?
(can you eliminate completely?)

8. Four Definitions
1. No Paper
2. Devoid of paper as much as possible
3. Key information stored digitally
4. Ability to work with key information
anywhere, anytime

9. Information is in here

10. Not in here

12. Why Go Paperless?

14. No Lost Originals

16. It’s Cheaper

17. It’s Faster

18. It’s Safer

19. It’s Environmentally Sound

20. It Gives You an Advantage

21. It Lowers Your Stress Level

22. Every piece of paper you see is here for a reason:
I haven’t thrown it away yet

23. Capture

24. Using an Attached
Scanner

26. ScanSnap Advantages
1. Solid Hardware
2. Duplex
3. OCR
2. Great Software
3. Mac Friendly

29. Doxie Go

30. Networking Your Scanner

37. Capture with an iPhone

38. JotNot

40. Abbyy Business CardReader

42. Scanning Services

43. Naming & Format

44. 2012-03-30 -

45. Sparks->Cook

46. Thanks for iPhone 7

47. 2012-03-30 - Sparks->Cook Thanks for iPhone 7

48. 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

49. Naming with
TextExpander

50. Demo

51. Format

52. Working with PDFs

53. Smackdown

54. Acrobat
Widely used
Full-featured for
lawyers
But not cheap

55. PDF Pen
Cheaper
OCR
Mac Friendly
iCloud

56. Preview
Fairly robust
Free
Easy to make
digital signatures

57. Digital Signatures

58. How to create?
1. Scan in signature
2. Erase background
3. Import to Word, Acrobat

59. Using Preview

60. Preferences...

61. Make photocopies of this memo, informing the staff to
reduce the use of paper, and distribute it to all of our staff

62. Managing Digital
Documents

63. Nested Folders

64. Crown v. Royal
01 Pleadings
02 Correspondence
03 Documents
04 Word Processing
05 Depositions
06 Legal Research
07 Attorney Notes
08 Trial Documents

65. Using Hazel

67. Demo

68. Yep
Yep

69. DEVONthink

70. Evernote

71. Tagging
Spotlight Comments
Open Meta

72. Optical Character
Recognition
(when is it really needed?)

73. Performing OCR

74. Back Up!

75. “No, I’m not backing up our files—
I’m just assuming that the F.B.I. is making copies.”

80. What about the Paper?
(what do you have to keep, & for how long?)

81. IRS Publication 583 (& 97-22)
regarding recordkeeping
Digital is okay
Must be legible
Must be reliable
Must be under your
control

82. Shredder

83. Organic Shredder
(Buddy)

84. Ethics

85. Client Engagement Letter
I don’t store paper
Will provide CD-
ROM if asked
I use digital
signatures
Data Encryption

86. Thank you!
david@macsparky.com
esvenson@gmail.com