How to go paperless - a case study.

There's a great article in ABA Law Practice Today entitled 'Our Paperless Office,' about how one law firm transitioned to being almost completely paperless.  Anyone who is thinking about making the switch should read this article.  There are a couple of key points made in the article that are worth emphasizing:

1. The law firm spent time planning the transition
2. They opted to use PDFs as their digital format 
3. They implemented the process for new cases first 
4. They created a written procedure for scanning
5. They adopted a file-naming procedure that began with the date and then a description 
6. They developed a redundant and comprehensive backup system. 
7. They used Adobe Acrobat Professional to manipulate their PDFs  

Obviously, I believe in using Adobe Acrobat, but it's worth pointing out that many lawyers try to save money by using various third-party tools to do some of the things that Acrobat can do.  That's fine if you are just toying with the idea of going paperless.  But if you're really committed to going paperless then you have to use Acrobat as your main PDF tool.  

And you could use the free Notepad tool to do word processing, but you wouldn't do that if you were serious about creating professional looking documents.  Saving money is obviously an important goal, but chintzing out on an important software tool is going to cost you: time, money or maybe even an important advantage.

One last thought about this article:  the authors explain that they "continue to open a physical file folder for each new matter."  I predict that in one or two years they will discontinue this practice.  The cost of storing paper is too high, and there is really no point to it. But it's not unusual behavior for companies that make the switch.  For some reason, we cling to the notion that keeping the paper is 'something we are supposed to do.'  

Maybe it's a primitive urge that's welded into our DNA.  But, whatever it is, evolution will eventually route around that pesky inefficiency.

Comments

[Charles Jannace]

I've used third party pdf apps like Nuance's pdf Pro, Nitro's pdf whatever, and sundry pdf software bundled into various desktops over the years. NOTHING compares with Acrobat Pro. It's worth the money (Adobe allows install in 2 PCs) and pays for itself in short order. (FTR, I have no pecuniary interest in Adobe; however, if someone wants to give me some, I won't refuse it.)

[Joe]

I don't think lawyers will ever go completely paperless. It's too much like letting go of your security blanket. But I do agree that that's the direction we SHOULD head in. Old habits just die hard, you know?

[Jacques Guillaumier]

Nitro PDF Professional definitely offers more more bang for the buck, and is much easier to use. A global standard such as PDF should be more affordable for organizations performing large-scale migrations on a lower budget.

[Kristal]

The main thing that lawyers, or any professional on the go, need is 1) a tablet pc for writing and capturing signatures in real time thereby eliminating the need for faxes, mailings, and printers. Also, the tablets eliminate the need for the ubiquitous "legal pad" as you are able to write directly on the screen with the computer pen.
2) Software that is tailored to your specific use/industry with the option of backing up your files online and maintaining the utmost security to guard your files and signatures.

One company that makes a fabulous product and has lots of tech support (very necessary for someone like me) is www.gopaperless.com
I use the Lenovo X200 tablet with the Esign Dashboard product and my paper waste has been nearly eliminated. My work style has become much more streamlined and my desk is completely clear! :)