One of the biggest barriers to scanning is the notion that you need 'the orignal' paper later on, when in reality you won't. If you think you need to keep the 'original' you'll be less inclined to scan that paper, thinking 'why bother? I need to keep the original anyway.'
Fact is, if you scan you don't need to keep as much paper as you think.
When I buy anything I scan in the receipt. I've never had a problem presenting a printout of the receipt when I wanted to return an item to the store where I bought it. I'm not saying you should do this, but I'm just telling you that I have NEVER had a problem and I've been in this situation many times
Of course, in practicing law we've all been used to using copies of documents at depositions, hearings or at trial. The rule is that you need to use 'the best evidence.' If the other side doesn't object to a copy, and they usually don't since they plan to use copies as well, then there is no issue. The only time an issue comes up is if there is a question about the authenticity of the document; if this happens then you have to use the 'best evidence' you have (which can be a copy if you don't have the original).
Given the technology we have today, a scanned document is more likely to be available when needed than an original. I've been involved in two cases where a critical document that would make a lawsuit go away immediately was missing. The other side in that situation will never stipulate that the document exists; so the case drags on and ungodly amounts of money are spent attempting prove something that would easily be proven with a scanned copy.
Originals can disappear in all kinds of ways. Scanned copies can be backed up to the cloud. Even if they're "lost" on a hard drive, they can be found by using a text search. The fact is if you really want to keep something you're better off scanning it.
In the past couple of years I've had clients call me on at least five occasions and say "hey, do you remember that old case where blah blah happened and there was document that said blah blah? Do you think you can find a copy of that document?" Each time I've said, "yep, I'll send it to you in a few minutes."
It takes me about 1 minute to find the document and attach it to an email and then send it. Then in a few minutes I get an email back from the client saying "oh my god, you rock!"
When was the last time you did something that was purely ministerial and had a client say "you rock!"
Comments