digital data will be stored, and how to dispose of scanned paper. Store the procedures in the DMS solution for easy access by everyone in the office.
8. PDF Proficiency
Another key step in paperless efficiency is to ensure that all users master a modicum of proficiency with PDF production software. First, allow me to define PDF production software. This means that you and your staff can create a searchable PDF either from documents you draft and print to a PDF printer( or create via an embedded toolbar in your word processor) and that you can create a searchable PDF by scanning in a paper document. What this typically means is that free PDF“ readers” don ' t count and shouldn ' t be used in your office. What this usually means is that you have to pay for PDF production software.
PDF proficiency also means that your staff should not only be able to create a searchable PDF document, but also should be able to manipulate a PDF document once created including: using highlighters, text editors, sanitizing( to remove METADATA) functions, stamp tools( for signatures), commenting, form creators and the like. And, if you litigate, you must be able to save your PDF as PDF / A compliant for the Courts. Most importantly, since most, if not all, digital paper will be in PDF format, you and your staff must not only understand PDF production, manipulation and storage protocols, but also continually educate yourself on upcoming PDF standards.
9. Snail Mail Protocol
Develop a system to scan in and distribute traditional paper mail electronically in your office. How nice would it be to review your‘ snailmail’ on your computer screen? Once your data is stored electronically and the scanning begins, this becomes a reality. Include in your written procedures how mail should be handled. Sometimes there is one central person who opens and processes all the mail, and it would make sense for that person to scan it into the system and profile it properly. It would likely be wise to make sure that person has a fast desktop scanner to handle the volume of incoming mail. Include this protocol in the written procedures.
10. Invest in Training
Most people have an aversion to change. Moving from holding paper in your hands to viewing and manipulating documents on the screen is a hard adjustment. The best investment you can make for your staff is to ensure they have adequate training in both your new paperless protocols, but also in your document management solution( if you choose that route) and PDF proficiency. Honestly, don’ t skimp on the training. Everyone will be happier and more content if expected to master a new system on his / her own. In fact, without training, efficiency will suffer as it will take your staff longer to produce the same work product because they will not know where the new“ buttons” are( so to speak). This will lead to frustration and a longing for the“ way we used to do it”, which, in turn, starts you on a path toward project failure.
Make sure your paperless trainer is available for staff questions after the“ go live” date. And, most importantly, please make sure everyone understands the training goals, and then make sure they understand the process. In closing, the motivators for going paperless are clear: productivity / efficiency gains, costs savings, space saving, easily sharing information, an improved protocol for saving and retrieving content and a reduced environmental impact. If you consider all of these factors – that users will spend much less time looking for files, that you will not have to store so much paper, that you have made collaboration and sharing documents much simpler, and that you are doing something to reduce environmental impact – the move to a“ less paper” law firm environment is a no-brainer! No matter whether you are a Mac user or a Windows user, you will forever clear the paper jungle. ▪
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The Official News Publication of the Atlanta Bar Association THE ATLANTA LAWYER 27