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    Beverly Michaelis
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    Attribution Non-Commercial (BY-NC)
    Download as PPTX, PDF, TXT or read online from Scribd
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    3K views30 pages

    Best Practices - Paperless Office

    Uploaded by

    Beverly Michaelis

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as PPTX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    of 30

    Best Practices for a

    Paperless Office

    Beverly Michaelis
    Practice Management Advisor
    Professional Liability Fund
    Topics
    1. Processing Documents
    2. Redundancy: Too Much of a Good Thing?
    3. Leveraging Efficiency
    4. Protecting Your Investment
    5. Caring for Special Documents
    Processing Documents
    • Outbound Documents
    • Inbound Documents
    Outbound – No Signature
    Electronic
    File
    Created

    Saved to
    Sent Client’s
    eFolder

    Printed to Entered
    Paper or into
    PDF Database
    Outbound – Signed Traditionally

    Saved to
    Electronic Entered into
    Client’s Printed Signed by Pen
    File Created Database
    eFolder

    Database
    Scanned Saved Again Sent to Client
    Updated
    Outbound - eSigned

    Saved to
    Electronic Entered into
    Client’s eSigned
    File Created Database
    eFolder

    Sent to
    Client
    Electronic Signatures
    The Cloud v. The Machine
    Digital Signature IDs

    1. Issued by a Certificate Authority (CA)


    2. CA Provides Public Key
    3. Public Key Validates Private Key
    4. Recipients Can Rely on Authenticity
    5. Can Expire or Be Revoked
    Inbound Documents

    Scanned to
    Paper Arrives Date Stamped
    PDF

    OCR Entered into Forwarded


    Applied Database Electronically

    Fate of Paper
    is Decided
    Redundancy:
    Too Much of a Good Thing?
    Does It Make Sense to
    Keep Paper?
    And eFiles?
    And Case Management or
    Document Management Data?
    Use Case or Document
    Management Software!
    Organized
    • Matter-Centric
    • Multiple Ways to Classify and Describe
    • Automatic Indexing

    Easy
    • Drag and Drop Files
    • Cross reference multiple matters/contacts
    Reliable
    • Version Control
    • History Tracking – Check in/Check Out

    Instantly Accessible
    • Search for Text or Metadata
    • No More Lost or Misplaced Paper Files
    • Information at Your Fingertips
    Consistent
    • eFiling Structure Provided
    • Users Must Comply
    All File Types Supported
    • Audio, Video, Images, Other
    • Easily file Email from Outlook
    And Secure!

    • Matter-Level
    • Individual Documents
    • Document Types
    • Legacy Protection
    • Secure Web Portal
    Leveraging Efficiency
    1. eSign
    2. Do Not Maintain Equivalent Paper Files
    3. Use Acrobat Batch Processing
    4. Use Software!
    eSign
    Do Not Maintain
    Equivalent Paper Files

    Scan and eFile

    Shred Send to Place in


    Paper or Client or Chron File
    Acrobat Batch Processing
    1. Apply OCR and ClearScan
    2. Embed Index
    3. Redact
    4. Bates Number
    5. Optimize File Size and More…

    http://blogs.adobe.com/acrolaw/category/batch-processing/
    Learn and Use Software!
    Protecting Your Investment
    • Proper Security
    • UPS Battery Protection
    • Backups
     Daily Routine
     Test Integrity
     On and Off Site Storage

    www.osbplf.org > Practice Aids and Forms > Technology >


    How to Backup Your Computer
    Caring for Special Documents

    1. Client Property
    2. Legally Significant
    3. Authenticity at Issue
    Return All Client Property
    1. Photographs
    2. Tax Returns
    3. Bills
    4. Receipts
    5. Diaries

    If the Source is the Client: Return it!


    Legally Significant
    1. Last Will and Testament
    2. Promissory Note
    3. Contract
    4. Fee Agreement
    5. Required by Rule
    Example - Local Rules of Bankruptcy Procedure, 9037-1 (a)(1)
    Statement of Social Security Numbers, http://bit.ly/h5nFpB
    Authenticity at Issue?

    Source: Jacqueline A. Joseph, CDE - http://jjhandwriting.com/index.php


    Thank
    You!
    View the complete handout at: http://t.co/yxzI8vq

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