"Being Paperless" is now mantra sort of in law firms and legal departments (hereinafter legal entities). But unfortunately that does not happen in any sense. One thing is legal entities by virtue of these operations cannot become entirely paperless, although usage of paper can be minimized or reduced. A lot of articles and presentations have been made to this end. I will just summarize my perceptions and list down some ways to achieve the same.
"Being Paperless", as defined by Wikipedia and Techopedia, is a concept wherein usage of paper is greatly reduced or eliminated totally in a office environment by converting every document into digital form. As known and understood, document in digital form can be reused for various purposes, email, fax, edit & modify, etc. Documents in digital form leads to saving physical storage spaces, and not to mention "saving the environment". The downside, as known and understood, security, viruses, unread-ability (sometimes), up-gradation of hardware/software, etc.
But why is the same so difficult with legal entities:
1. Traditionally, law has been dealt on "papers" - filing applications/requests in court, orders given by courts, evidences submitted, etc. - It becomes difficult to transit to any new change.
2. Even the transition is made, by way of tools and work flows, there is slow adoption to the new change.
3. Most of the time the transition is made in a hasty & haphazard manner with a short-term success in mind, without even thinking the long term effects.
4. Despite above, some documents will have to be retained as "originals" - executed documents for e.g., Power of Attorney, Deeds, Wills, etc. "Originals" can be converted to digital form and used as required.
5. Ancillary functions such as notes taking, discussions, marketing, etc., still require paper.
6. Most importantly lack of time and resources (including empathy) to train employees towards achieving "paperless office".
7. Lastly, but not least, lack of proper and efficient mechanisms and training regarding knowledge and content management.
So now, the answer is obvious on how to reduce "usage of paper" to such an extent that a balance can be achieved. Larry Port, Rocket Matter founder and CEO, has outline a month-by-month plan to go paperless. Likewise, Nerino Petro, Esq. has given his insight for creating paperless law office. Law Firm Suites has prepared 7 seven resources list for running a paperless law firm. I will just summarize the same while adding some of my own insights.
1. Foremost, put a whole lot of serious thoughts and a documented process in place about how the reduction is going to be achieved from a specific date and how documents before the specific date will be digitally converted. Have brainstorming sessions and finalize the plan, a detailed one, with inclusions like effects, ROIs, disaster managements, types of tools. Have a process for every type of document and wherever possible, category of document, including handling the documents, naming conventions for storing & searching.
2. Identify and procure or update your gadgets - scanner, printers, servers, storage spaces, etc., - according the documented process.
3. Identify and procure or update your software - Adobe, digital signatures, email applications, remote access, firewalls, etc., - according the documented process. Yes, it is of utmost importance that these two - hardware and software - be separately identified and worked upon.
4. Circulate office memos, notifications, circulars in digital form about the plan of action, use of hardware and software, according the documented process.
5. Start training sessions from the date of circulation to the specific date for processing new documents and searching new documents.
6. Convert the documents to digital form in batches and continue till all documents are converted and accurately searched for according the documented process. .
7. STOP CREATING NEW CYCLE - taking printout and then again scanning - do not go back to doing things old ways after the specific data.
8. Provide training session periodically.
9. Know and understand paper will be used - ancillary functions. The idea is to reduce usage for tedious and repetitive processes.
Training is very important in today's ever competitive world. So why not train on these processes and/or tools for reducing usage of paper.
"Being Paperless", as defined by Wikipedia and Techopedia, is a concept wherein usage of paper is greatly reduced or eliminated totally in a office environment by converting every document into digital form. As known and understood, document in digital form can be reused for various purposes, email, fax, edit & modify, etc. Documents in digital form leads to saving physical storage spaces, and not to mention "saving the environment". The downside, as known and understood, security, viruses, unread-ability (sometimes), up-gradation of hardware/software, etc.
But why is the same so difficult with legal entities:
1. Traditionally, law has been dealt on "papers" - filing applications/requests in court, orders given by courts, evidences submitted, etc. - It becomes difficult to transit to any new change.
2. Even the transition is made, by way of tools and work flows, there is slow adoption to the new change.
3. Most of the time the transition is made in a hasty & haphazard manner with a short-term success in mind, without even thinking the long term effects.
4. Despite above, some documents will have to be retained as "originals" - executed documents for e.g., Power of Attorney, Deeds, Wills, etc. "Originals" can be converted to digital form and used as required.
5. Ancillary functions such as notes taking, discussions, marketing, etc., still require paper.
6. Most importantly lack of time and resources (including empathy) to train employees towards achieving "paperless office".
7. Lastly, but not least, lack of proper and efficient mechanisms and training regarding knowledge and content management.
So now, the answer is obvious on how to reduce "usage of paper" to such an extent that a balance can be achieved. Larry Port, Rocket Matter founder and CEO, has outline a month-by-month plan to go paperless. Likewise, Nerino Petro, Esq. has given his insight for creating paperless law office. Law Firm Suites has prepared 7 seven resources list for running a paperless law firm. I will just summarize the same while adding some of my own insights.
1. Foremost, put a whole lot of serious thoughts and a documented process in place about how the reduction is going to be achieved from a specific date and how documents before the specific date will be digitally converted. Have brainstorming sessions and finalize the plan, a detailed one, with inclusions like effects, ROIs, disaster managements, types of tools. Have a process for every type of document and wherever possible, category of document, including handling the documents, naming conventions for storing & searching.
2. Identify and procure or update your gadgets - scanner, printers, servers, storage spaces, etc., - according the documented process.
3. Identify and procure or update your software - Adobe, digital signatures, email applications, remote access, firewalls, etc., - according the documented process. Yes, it is of utmost importance that these two - hardware and software - be separately identified and worked upon.
4. Circulate office memos, notifications, circulars in digital form about the plan of action, use of hardware and software, according the documented process.
5. Start training sessions from the date of circulation to the specific date for processing new documents and searching new documents.
6. Convert the documents to digital form in batches and continue till all documents are converted and accurately searched for according the documented process. .
7. STOP CREATING NEW CYCLE - taking printout and then again scanning - do not go back to doing things old ways after the specific data.
8. Provide training session periodically.
9. Know and understand paper will be used - ancillary functions. The idea is to reduce usage for tedious and repetitive processes.
Training is very important in today's ever competitive world. So why not train on these processes and/or tools for reducing usage of paper.
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