For a law firm, making a successful transition to a paperless office requires a complete mental shift in how information is processed and handled. This can be a difficult transition for many attorneys, especially those who are not as computer savvy or who don’t like change.
For existing paper files, the document scanning itself can be outsourced, which I highly recommend if you want to get it right, and most document scanning companies will also securely store and archive your paper files in case they need to be retrieved at a later date.
Even if you choose to scan your documents internally, you must be sure you use the proper scanning equipment, which can be difficult given the various pieces of evidence and unusual sized documents used by most law firms.
Once existing documents are scanned and set up on a web-based, editable, and secure platform for retrieval, it is time to revisit how your firm processes information. Much of the information that lawyers exchange with their clients and the court system is on paper forms, pleadings, letters and petitions, which are often signed, notarized, copied and filed with the appropriate legal entity. But whether a firm is generating, copying or retaining the documents, most of them pass through a copy machine at some point in their journey.
In a paperless law office, instead of copying, the documents are scanned with imaging software, producing digital copies that can be securely stored, electronically. The preferred method of document scanning for law firms is the PDF (portable digital format).
Once document scanning is complete, the PDF files can be accessed via the network by any authorized user. Just think of how much easier a lawyer’s or paralegal’s job can become, thanks to document scanning and secure document storage! Not only are the files more conveniently accessed, they are more secure and save on office space, something every law firm needs.