Going Paperless: A Guide For Law Offices

Running a paperless law office can bring a host of benefits, from improved efficiency and security to cost savings and better client experiences. While it may seem like a daunting task, there are several steps you can take to transition to a paperless system successfully.

Firstly, ensure you have the right tools and technology, such as scanners, cloud-based storage systems, and software to view and manage digital documents. Establish clear internal procedures for document management and develop a paperless workflow that all employees must follow. It's crucial to get employee buy-in and involve them in the process to ensure a smooth transition.

Additionally, set measurable goals and deadlines for going paperless, and decide on a secure data storage system. Invest in a document management system to simplify finding and organising documents. Finally, don't forget to train your employees on the new system, including naming and filing conventions, to ensure a seamless implementation.

Set a measurable goal

Setting a measurable goal is the first step in transitioning to a paperless law office. This involves setting a hard deadline, usually 12 months away, and establishing clear milestones and metrics for success. For instance, you may set a goal to acquire the necessary systems and tools to go paperless by a certain date, and then set another goal to digitize all archived paper records by a subsequent date.

It is important to acknowledge that "paperless" often means "less paper", as it is an ongoing process to reduce paper usage and some physical documents will inevitably enter your office. Therefore, the goal is to minimize the amount of paper used and streamline your processes.

• Assess your current paper usage: Before setting goals, it is crucial to understand your starting point. Evaluate how much paper your law office currently uses and identify areas where you can reduce consumption. This will help you set realistic targets.
• Define key performance indicators (KPIs): Determine what success looks like by establishing specific KPIs. For example, you may aim to reduce paper consumption by a certain percentage or set a target for the maximum number of physical documents allowed in the office at any given time.
• Break down your goal into smaller milestones: Achieving a paperless office is a gradual process. Break down your overall goal into smaller, achievable milestones. This might include targets such as "by month three, all new client intake processes will be digital" or "by month six, all archived client files will be digitized".
• Assign responsibilities: Ensure that everyone in the firm understands their role in achieving the goal. Assign specific tasks and responsibilities to individuals or teams, ensuring accountability and a clear direction for your efforts.
• Regularly monitor and evaluate your progress: Continuously track your progress towards the goal. Regularly review and evaluate your milestones to ensure you are on the right path. If adjustments are needed, be flexible and make the necessary changes to stay on course.
• Celebrate achievements: Recognize and celebrate your achievements along the way. This will help keep morale high and motivate your team to continue their efforts.

By setting a clear and measurable goal, with defined milestones and KPIs, you can effectively guide your law office towards a paperless future. Remember that it is a gradual process, and flexibility is key to ensuring a successful transition.

Decide where to store your data

Deciding where to store your data is a crucial step in transitioning to a paperless law office. Cloud-based storage systems are a popular option, offering convenient access to files and ample storage space that can scale alongside your firm. However, it is paramount to prioritise cloud security to protect the confidential information of your clients.

When deciding where to store your data, you can choose from various cloud-based storage options, such as Dropbox, OneDrive, Google Drive, or law-specific software like Clio Manage. These platforms provide secure and easily accessible storage for your digital documents.

Additionally, consider adopting a Document Management System (DMS), which serves as a digital hub for your law firm. A DMS simplifies the process of storing and retrieving documents and often includes features like email management, indexing, and optical character recognition (OCR) for added functionality.

It is also worth noting that most legal practice management systems either provide or can be integrated with a document management system. This integration ensures seamless storage, search capabilities, and electronic document sharing, enabling instant communication between legal professionals and their clients.

When deciding where to store your data, it is essential to select a solution that aligns with the size and specific needs of your law firm. For example, consider the volume of documents you need to store, the level of security required, and the features that will streamline your daily operations.

By choosing a suitable data storage solution, you can effectively manage your digital documents, ensuring they are secure, organised, and easily accessible when needed.

Get a document management system

A document management system is a crucial component of a paperless law office. It provides a centralised hub for storing, searching, and sending case files and related forms electronically.

Most legal practice management systems offer a document management system or can integrate with applications that perform this function. If your law office's legal practice management system does not provide this, you will need to implement a separate document management system to operate paper-free.

Cloud-based document management software designed specifically for legal practices will provide a centralised hub to store, search, and send case files and related forms electronically. This system should also have email and categorisation capabilities so that your entire team can access information from their office, while in court, or during consultations.

• Searchable PDFs: PDFs have become the standard for sharing and editing documents across every industry. They use one type of file format, no matter where the document is accessed, making them especially useful for remote consultations. PDFs also offer the ability to password-protect files, which is important for protecting sensitive client information.
• Integration with other software: Your document management system should integrate with your chosen law practice management software. It should also integrate with your email system, so that relevant emails can be quickly saved and filed to the appropriate matter.
• Security: Data security and compliance are paramount in the legal industry due to the sensitive nature of the information handled. Your document management system should offer end-to-end encryption and user permissions to control who has access to specific documents and data.
• Collaboration: Your document management system should facilitate collaboration and enhance productivity by providing a centralised document storage system and real-time collaboration tools.
• Automation: Built-in automation features will save your firm time and money by automating routine tasks and workflows, such as document approvals, signature collections, and retention policies.
• Version control: Version control allows users to track edits and revert to previous versions of a document when necessary, preventing confusion over multiple document versions.
• Client portals: Client portals enable clients to store files and access relevant documents.
• LexWorkplace: Organises documents and emails by client and matter. Includes full-text search, secure cloud storage, and integration with Microsoft Outlook.
• IManage Work: A powerful DMS and ECM platform that runs on an on-premise server. Includes a full-text index engine and powerful search capabilities.
• ProLaw: A combination of practice management, document management, and accounting solutions for law firms. Owned by the same parent company as Westlaw legal research.
• OpenText eDOCS: A long-time Enterprise Content Management (ECM) system used by a variety of industries, including law firms. Includes basic document management and records management capabilities.
• Worldox: A long-running legal document management software that organises data into cabinets, which can represent different departments, teams, or projects within a business.
• NetDocuments: A cloud-based document management system used by a variety of industries, including legal, financial services, and manufacturing.
• SharePoint: Microsoft's cloud-based document management and intranet platform. Highly customisable but requires expertise to set up for law firms.
• SmartVault: A cloud-based document management system and client portal with a focus on compliance and data protection.
• OpenKM Document Management System: Includes automatic cataloguing, metadata capture, and optical character recognition (OCR).
• PandaDoc: A document management solution that covers the entire lifecycle of documents, from upload to drafting, signing, and storage. Includes AI-powered suggestions for drafting clauses.
• Clio: A customer relationship management (CRM) solution that supports cross-company collaboration and client intake. Includes a mobile app and integrations with various software.
• IManage Work: A document management platform that supports both on-premise and cloud hosting. Includes AI for document classification and search optimisation.
• Smokeball: A case management software that covers multiple practice areas, including civil litigation, estate planning, criminal law, and business management. Includes email integration and electronic signatures.
• MyCase: A cloud-based document management system for law firms and legal practitioners, with a mobile app that supports instant messaging.

When choosing a document management system, it is important to consider your law firm's specific needs and evaluate different options based on features, pricing, and compatibility with your existing systems.

Establish your process

Establishing a process for going paperless in your law firm is a critical step in ensuring a smooth transition and long-term success. Here are some detailed instructions to establish your process:

Identify Internal Procedures for Document Management:

• Determine which documents you want to convert to electronic files. This could include everything in your office, old files, documents after a specific date, all or select incoming documents, or portions of incoming documents.
• Decide whether you will maintain paper copies of outgoing documents or store them electronically.
• Ensure you have all the necessary software, including software that allows you to search and edit documents, such as Optical Character Recognition (OCR) software.
• Establish if you will shred documents after scanning or retain physical copies, especially those with original signatures.
• Determine the accessibility of documents. Decide who should have access and where the documents should be placed, considering cloud storage for accessibility from anywhere.
• Choose whether to use your existing folder structure or implement a new data management system.
• Create a budget for the project, considering the cost of hardware, software, and any additional expenses.

Develop a Paperless Workflow:

• Decide where you will store your data, such as in a law practice management system.
• Determine how you will organise your digital documents and create a consistent file naming structure. For example, include the file number, client's name, type of document, and completion date.
• Establish a process for scanning documents, prioritising those waiting to be closed.
• Map out the steps for dealing with incoming and outgoing documents, including how they will be saved, reviewed, and shared with clients.

Involve Your Team:

• Don't develop the paperless workflow alone. Involve your office staff to help them understand the process and get their buy-in.
• Create written procedures and ensure everyone follows them.
• Make the process fun by creating games or friendly competitions to encourage scanning and digital adoption.

Remember, establishing a paperless process is a collaborative effort that requires discipline and consistency from everyone in the firm. It's important to provide training and ensure your team understands the benefits of going paperless.

Get scanners and shredders

Scanners and shredders are essential to becoming a paperless law office.

Scanners

When choosing a scanner, consider the volume of physical documents your office takes in and the speed and power you will require. A high-powered scanner is your first line of defence against incoming papers. The more physical documents you receive, the more powerful a scanner you will need. For example, a busy practice dealing with high caseloads may need equipment that processes up to 80 pages per minute. In contrast, solo attorneys may only need a scanner that handles up to 10,000 pages per day.

Some scanners to consider include the Fujitsu ScanSnap series, the Brother ADS-1250W, and the fi-8170, which can scan up to 70 pages per minute and 10,000 pages per day.

Shredders

Once a physical document has been digitized, it is considered best practice to destroy the original copy. This is where a powerful shredder comes in.

Depending on the volume of documents, you may want to consider a professional shredding service, which will leave disposal containers in your office. This is a popular option when initially transitioning to a paperless office due to the number of documents that need to be shredded.

If you are shredding documents in-house, you will need a shredder that fits your needs. For example, the Fellowes PowerShred 73ci is a solid mid-range cross-cut shredder that can handle up to a dozen pages at a time. If you are dealing with extra-sensitive documents, a micro-cut shredder will provide added security by making it nearly impossible to piece the paper back together.

By combining the use of scanners and shredders, your law office can effectively transition to a paperless system, reducing clutter and improving efficiency.

Frequently asked questions