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Go Paperless! A Guide for Lawyers

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Paperless Powerhouse presentation for the 2009 Colorado Trial Lawyers Association convention covering what attorneys need to know about going paperless, equipment and processes.

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Go Paperless! A Guide for Lawyers

  1. 1. Paperless Powerhouse
  2. 2. Why Paperless? •Speed • Security • Space • Savings
  3. 3. Speed • Everything is available • All the time. • Everywhere.
  4. 4. Security Do you back up your paper? What would happen in case of a ... • Fire • Storm (Katrina) • Vermin
  5. 5. Savings • Storage • Copier • Paper • Ink • Postage
  6. 6. Plus... Paperless is GREEN!
  7. 7. How to do it?
  8. 8. Scanner
  9. 9. • Stand Alone
  10. 10. • Multifunction machine
  11. 11. • Copier
  12. 12. Automatic Document Feeder (ADF)
  13. 13. Fujitsu ScanSnap s1500 PC Mac
  14. 14. ScanSnap Features • 20 ppm (40 ipm) • Auto naming • Duplex Scanning • 50 page ADF tray • Scan to pdf or jpg • Adobe 9 Standard (PC) • Ultrasonic Page Detection • Adobe 8 Pro (Mac) • Blank page removal • ABBYY FineReader OCR • Auto color, BW & grayscale • Rack2-Filer (Deluxe Version) • Auto page rotation • $409-$429 newegg.com • Auto quality detection
  15. 15. ScanSnap s300 • Portable! • USB powered • 10 sheet feet • 8 ppm • Does not come with Acrobat • ~$239 newegg.com
  16. 16. BUT... SNAPSCANS ARE NOT TWAIN COMPLAINT!
  17. 17. Fujitsu fi-6240 • Flatbed & ADF • 40 ppm • PC only • TWAIN compliant • $1800 newegg.com
  18. 18. Storage
  19. 19. Remember If it’s not backed up in 3 places, you don’t really have it.
  20. 20. Onsite Offsite Cloud
  21. 21. Onsite • Server • RAID (redundant array of independent disks) • Harddrive backup • Tape backup
  22. 22. Offsite • Burn a DVD • Swap out a backup harddrive / tape • Do a full image • TAKE IT HOME!
  23. 23. Cloud Based Storage • Amazon S3 (backup only) via Jungledisk.com • Dropbox.com (PC, Mac & Linux) • sugarsync.com • box.net
  24. 24. Organizing Your Electronic Filing Cabinet
  25. 25. File Structure
  26. 26. Folder Structure
  27. 27. Naming •year month date -- to -- from -- description • 20090607 PLT DCT motion for SJ • 20090720 DEF DCT response to SJ • 20090815 DCT PLT ruling on SJ-granted
  28. 28. Medical Records •provider year-month-date - year month date • PVCHC 20020612-20060413 • PVCHC 20060503-20080704 • SCFM 20070502-20090106 • SCFM 20090106-20090806
  29. 29. Choices, Choices, Choices! • PDF, TIFF, or JPG? • Resolution • B/W, Color, Grayscale
  30. 30. PDF
  31. 31. Tip: Sort before scanning
  32. 32. Resolution & Color •150 dpi (dots per inch) •300 dpi •400 dpi •600 dpi •Color •B/W •Grayscale
  33. 33. 20 pages (B/W) 600 dpi • 30 seconds • 5.66 mb 300 dpi • 30 seconds • 1.99 mb
  34. 34. OCR
  35. 35. 600 dpi original Clearscan 72 dpi • 10:00 minutes • 5.66 mb -> 2.21mb (0.40x) Searchable Image-exact • 6:34 minutes • 5.66 mb -> 5.76 mb (1.01x) Searchable Image 150 dpi • 6:40 minutes • 5.66 mb -> 3.90mb (0.69x)
  36. 36. 300 dpi original Clearscan 72 dpi • 4:06 minutes • 1.99 mb -> 1.40 mb (0.70x) Searchable Image exact • 2:41 minutes • 1.99 mb -> 2.10 mb (1.05x) Searchable Image 150 dpi • 2:45 minutes • 1.99 mb -> 4.03 mb (2.02x)
  37. 37. 300 dpi original 600 dpi original Clearscan 72 dpi Clearscan 72 dpi • 4:06 minutes • 10:00 minutes • 1.99 mb -> 1.40 mb (0.70x) • 5.66 mb -> 2.21mb (0.40x) Searchable Image exact Searchable Image exact • 2:41 minutes • 6:34 minutes • 1.99 mb -> 2.10 mb (1.05x) • 5.66 mb -> 5.76 mb (1.01x) Searchable Image 150 dpi Searchable Image 150 dpi • 2:45 minutes • 6:40 minutes • 1.99 mb -> 4.03 mb (2.02x) • 5.66 mb -> 3.90mb (0.69x)
  38. 38. Recommendations: Speed / Size / Quality • 300 dpi original • Searchable Image-exact • Fast OCR (2:41 minutes 20 images) • Small file size (1.99 mb orig - 2.10 mb OCR) • YMMV!
  39. 39. Batch OCR
  40. 40. Automate OCR Autobahn DX http://www.aquaforest.com/en/autobahn.asp
  41. 41. Removing Metadata
  42. 42. Staying Paperless
  43. 43. “Don’t start nothing, won’t be nothing” • Don’t create paper • Print to pdf • Minimize the paper your receive • Use an e-fax service
  44. 44. Thank you! planet10tech.com tom@planet10tech.com Twitter @planet10tech

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