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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  • 1. Platform agnostic - PC or a Mac
    2. Show you a way, not the only way (if different, come up and share after)
    3. May be good reasons not to do things this particular way.

  • You don’t have to hunt for file
    You don’t have to search for records within a file
    Everything is a could of keystrokes away
    And if you set things up right, you can take your data everywhere
  • I bet this look familiar... And it always raises the question: (click)
    do you back up your paper files? (click)
    What your happen to your file, to your firm, in case of
    A fire
    A storm,
    even vermin
    Would you still have a firm or would (well) /click
    Is paper really a secure way of keeping critical information in your office? / click
  • You wont need new filing cabinets
    You don’t have to devote space for a file room
    You don’t have to pay for warehousing of closed files (CLICK)
    You may not even need a copier (I don’t have one. I don’t NEED one)
    goodbye service contract (CLICK)
    When you’re not copying your paper costs go down (CLICK)
    your ink costs go down (CLICK)
    Your postage costs go down. I used to send my clients their paper file at the endof the case cost $12-20 each time
    Now my total cost (envelope, cd, postage) is less than a dollar.
    Oh, and not only does this save you green (CLICK) x2
    It makes you green.
  • It makes you green!
    and yes, you can market yourself as green.

  • stand alone
    multifunction
    copier









  • stand alone
    multifunction
    copier





  • stand alone
    multifunction
    copier
  • You want to have 3 subfolders for your case files (prospects, open & closed)
    add more types as you need them
    If you have more than 1 area of practice, you may want to have a directory between “Filing Cabinet” and the “status” directories.
    So you may have a personal injury directory, a family law directory, a criminal law directory,
    When a prospect becomes a client,
    you just move their folder into the “open” directoryWhen a case closes
    you move their file into the closed directory
    Now, let’s look at organizing the file within this directory...
  • I name the client file “last name” underscore “first name”
    What if you have multiple cases within an area of practice?
    Add a suffix to the folder name:
    Divit_Dale-dog bit
    Divit_Dale-S&F
    Divit_Dale-autoped

    Within a client file, I replicate a paper folder structure [review]. Your folders will be based on whatever folders you typically keep.
    Keep a dummy folder in the prospect folder.
    When I do an intake, I duplicate the folder (ctrl+D) and rename the copy
  • stand alone
    multifunction
    copier















  • my recommendation
  • very smallest size
    (if OCR time is unimportant)

  • Batch processing






  • Adobe Standard - lets you remove metadata

    but you need PRO for redaction





  • 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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