Introduction to Paperless Lawyering
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Transcript of Introduction to Paperless Lawyering
Intro to PaperlessProcess information faster, with less effort
Paperless since 2005
Used to be
– Technology was expensive/complicated
– Process was uncertain/untested
Why?
Becoming Paperless(now at least)
– Technology is cheap & pretty easy
– Processes have been created & tried
Today
– But, one thing stands in the way…
– Getting the right technology
– Developing sound processes
– (that other thing)
We’ll Cover
“paperless”Define
1. Completely devoid of paper
2. Devoid of paper as much as possible
3. All key information stored in digital form
4. Ability to work on documents anywhere, anytime
Four Definitions
Benefits
– cheaper storage– no lost originals– easier to copy (cheaper too)– easier to transmit (cheaper)– easier to search– backup & security easier/cheaper
Benefits
2,000
200,000
25 lbs
1 Ton?
80% of what’s filed never gets looked at again.
–The Leader-Post
1 hr a day looking for missing info.
–The Wall St. Journal
Smith Contract
Backup
– harder to re-order pages– not as easy to browse– paper is easier to read
Problems?
Why change?
Informationprocessing
Inform
OrganizeArrange
Facts
ResearchGather
Discover
Inspire
Story
Information Processing Factoid
Year Task Time20032010
Genome Sequencing 10 yrs
Genome Sequencing(if done today)
1 week
Bad info handlingmay cause death
‘O’ Ring Problems
Flight Date Temp °F Erosion Blow-by Damage Index
1 Apr. 1981 66° 0
2 Nov. 1981 70° 1 4
3 Mar. 1982 69° 0
5 Nov. 1982 68° 0
6 Apr. 1983 67° 0
41-B Feb. 1984 57° 1 4
41-C Apr. 1984 63° 1 2
51-A Nov. 1984 67° 0
51-C Jan. 1985 53° 3 2 11
51-D Apr. 1985 67° 0
61-C Jan. 1986 58° 1 4
‘O’ Ring Problems
Flight Date Temp °F Erosion Blow-by Damage Index
2 Nov. 1981 70° 1 4
3 Mar. 1982 69° 0
5 Nov. 1982 68° 0
6 Apr. 1983 67° 0
51-A Nov. 1984 67° 0
51-D Apr. 1985 67° 0
1 Apr. 1981 66° 0
41-C Apr. 1984 63° 1 2
61-C Jan. 1986 58° 1 4
41-B Feb. 1984 57° 1 4
51-C Jan. 1985 53° 3 2 11
‘O’ Ring Problems
0
3
6
9
12
15
70° 69° 68° 67° 66° 63° 58° 57° 53°
ErosionDamage
Temp °F
“paperless”Become
Law Firm 1. Organize our stuff 2. Organize client stuff
StuffClient filesCase docsE-mailsWeb-pages& other stuff
1. Keep it digital1.(avoid printing)
2. Make it digital
Principles
InputsE-mail
ApptsFaxesLettersTranscripts
OutputsE-mail
FaxesLetters
Principles in practice(or how to transition to a
paperless practice)
Step 1
Avoid printingemails
of emails are never printed out67%
Friends don’t let friendsprint out emails
Create new engagement letter
Step 2
Avoid printingaltogether
Mr. Rogers:
May 8, 2008
Enclosed please find lots of paper. I hope that you enjoy sifting through these documents as much I have.
Best wishes,
Ernest Svenson
123 Walnut St., Suite 1001, New Orleans, LA 70118
Svenson Law Firm LLC
New form letter
Dear NAME:
May 8, 2008
Best wishes,
Ernest Svenson
123 Walnut St., Suite 1001, New Orleans, LA 70118
Svenson Law Firm LLC
Mr. Rogers:
Enclosed please find lots of paper. I hope that you enjoy sifting through these documents as much I have.
File
Save as PDFSend E-mail
How to create?1. Scan in signature2. Erase background3. Import to Word, Acrobat
Web Fax
$9
$10
$17
Send2Fax
MyFax
eFax
Cost/monthService
Receive web faxEmail From Subject Date
jbac Crosby case
rsamson Miller matter
03/01/08
03/01/08
pbjelly Toasty bread issue
jgotti Criminal case
jford Auto case
02/28/08
02/27/08
02/26/08
New Message
To:Cc:
Subject:
Attach: name of file
Step 3
Make digital
Scanner- PPM- Duplex- Deskew- OCR
Fujitsu ScanSnap
$394 @ Amazon
Model S1500Model S1500M
Paper Shredder
Cost: $63Model:Fellows
Paper Shredder
Cost: Free: (from Pound)
Model:Terrier
Shredder in Action
PDFs“portable document format” = ‘digital paper’ widespread use
PC vs. Mac
StandardProfessional
Adobe Acrobat
Acrobat XStandard Professional
OCR
Bates-stamp
Redaction
Compare PDFs
Step 4
File Organization
Moving Parts
?????
Applications Op Sys
DMS v.
Folders
Special softwareFolder structureFile naming system
DMS req’s
DMS Docs2008_02_132008_02_122008_02_102008_02_092008_02_082008_02_062008_02_052008_02_04
2008_02_132008_02_13_15_49_512008_02_13_14_28_312008_02_13_10_19_452008_02_13_09_59_012008_02_13_02_07_232008_02_13_01_59_192008_02_13_01_45_012008_02_13_01_39_45
Yourfolders
Crown v. Royal
01 Pleadings02 Correspondence03 Documents04 Word Processing05 Depositions06 Legal Research07 Attorney Notes08 Trial Documents
Yourfile names
01 Pleadings
2009_01_01 Complaint2009_01_08 Summons2009_02_15 Return 2009_03_02 Extension req2009_04_02 Answer2009_07_17 Motion SJ Def2009_08_01 Opp by Plntf2009_10_19 Order grantng
02 Correspondence
2008_02_13 EES ltr K Smith2008_02_01 K Smith email EES2008_01_04 Thompson fax EES2007_12_14 Chisom ltr EES2007_11_11 Ward fax Counsel2007_10_16 EES ltr Marion2007_09_23 EES ltr Feinberg2007_08_08 Mangione ltr EES
FolderFile nameWhole drive
Finding
Step 0
The only reliable backup is an offsite backup
Web-based options– Carbonite.com– CrashPlan.com – Dropbox.com– Sugarsync.com{
{
Step −1
Prepare for paperless– RAM (crucial.com) – Dual monitors– Email proficiency
Oh, and that 3rd thing?– breaking a habit is hard – start by yourself– keep up your tech skills
Why change?
Why change?– Do better for clients
– Enable more work flexibility
– Lower stress & save money
How to change?– Scan only new cases
– Don’t scan old files
– Scan old files only when you
reach point where only few left
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