Taming the File Cabinet: Paperless Essentials for Lawyers
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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
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Taming the File Cabinet: Paperless Essentials for Lawyers
- 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
- 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
- 39. Leverage momentum you already have
- 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? ?
- 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
- 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
- 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
- 79. Thank You!
- 81. #ClioWeb#ClioWeb File Formats in Clio
- 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