the paperless office - you can do it! · 2014-08-13 · need doc mgt now matter email mgt impt! ......

The Paperless Office -

You Can Do It!

Presented by

Deborah A. Novachick

OM32

5/21/2014

10:30 AM - 11:45 AM

May 19-22, 2014, Toronto ON Canada

The handouts and presentations attached are copyright and trademark

protected and provided for individual use only.

Copyright 2014 STRATEGIC AUTOMATION CONSULTING 1

[email protected]@strategicautomation.com415.387.0600415.387.0600

2014 ALA Annual Conference2014 ALA Annual ConferenceThe Paperless Office: You Can Do It!The Paperless Office: You Can Do It!

Deborah A. NovachickDeborah A. NovachickPresented byPresented by

www.strategicautomation.comwww.strategicautomation.com


The Paperless Office: You Can Do It! The Paperless Office: You Can Do It! ��A Guided TourA Guided Tour

PeoplePeoplePlanningPlanningReadinessReadinessRoll outRoll outReviewReview


PEOPLEPEOPLE


People People --Project Core GroupProject Core Group

Engage firmEngage firm’’s legal staffs legal staffRepresenting their peers inRepresenting their peers in

PlanningPlanningDecision makingDecision making

Examples to their peers: Examples to their peers: ““you can do it!you can do it!””Supporting new usersSupporting new users

Several different admin Several different admin people are key toopeople are key too


Legal staffLegal staffPartner sponsorPartner sponsorLawyer power userLawyer power userSecretary power userSecretary power userParalegal power userParalegal power userQuality control monitor Quality control monitor

WORKSHEETWORKSHEET 11Project Core GroupProject Core Group

Administrative staff Administrative staff Central scanning staffCentral scanning staff

e.g., file room specialist e.g., file room specialist

IT managerIT managerconfirm technical readinessconfirm technical readinessmonitor storage capacity and monitor storage capacity and backup as scanning volume backup as scanning volume increases, etc. increases, etc.

Project manager Project manager Outsource scanning supportOutsource scanning support

for bulk scanning and profilingfor bulk scanning and profiling


WORKSHEET 2WORKSHEET 2ChallengesChallenges

Common challengesCommon challengesFirm cultureFirm culture

Freedom to work your own wayFreedom to work your own way

Lawyer prefers paperLawyer prefers paperParalegals control paper filesParalegals control paper filesNo one wants to scanNo one wants to scanDocuments pile upDocuments pile upUncertain about ethical requirementsUncertain about ethical requirementsFear documents will be lostFear documents will be lost


HANDOUT 3HANDOUT 3Case Study Firm ProfileCase Study Firm Profile

Goode, Smart & Green, LLPGoode, Smart & Green, LLPGoode, Smart & Green, LLP


PLANNINGPLANNING

Conversion

Document Mgt?

Convention

Retention

Scanning of

Pilot Project

Filed PaperFile Naming

Phases for Roll Out

DISCUSSIONS

Migration/pointer

DISCUSSIONSDISCUSSIONS DECISIONS

New Workflow


Planning Planning ��Pilot ProjectPilot Project

ConsiderConsiderHow firm staffs its mattersHow firm staffs its matters

AvoidAvoid ““Bilingual WorkflowBilingual Workflow””How much time for pilotHow much time for pilot


Incoming the paper mailIncoming the paper mailEveryone benefitsEveryone benefitsEveryone gets a taste of paperlessEveryone gets a taste of paperlessManageable volumeManageable volumeChange borne mostly by admin staff Change borne mostly by admin staff Admin staff hones skillsAdmin staff hones skills

Small practice teamSmall practice teamSmall new matterSmall new matter

Pilot Project OptionsPilot Project Options


Planning Planning ��Document ManagementDocument Management

ConsiderConsiderAlready in place?Already in place?Usefulness and participationUsefulness and participationRepository for matter emailsRepository for matter emails

Case Mgt or Document MgtCase Mgt or Document MgtWhen to implementWhen to implementDocument migration/pointer conversionDocument migration/pointer conversion


Planning Planning ��Scanning of paper in client filesScanning of paper in client files

Active files firstActive files firstConsiderConsider

When to do itWhen to do itHow to staff itHow to staff itHow far back to goHow far back to go


Planning Planning ��Phases for Roll OutPhases for Roll Out

Same considerations as pilot Same considerations as pilot How firm staffs its mattersHow firm staffs its matters

AvoidAvoid ““Bilingual WorkflowBilingual Workflow””How much time for roll outHow much time for roll outHow many people and officesHow many people and offices


Finding vs. Reading/ReviewingFinding vs. Reading/ReviewingBy workgroup By workgroup By practice areaBy practice areaBy officeBy officeBy matterBy matterEveryone at once Everyone at once

Phases for Roll Out Phases for Roll Out -- OptionsOptions


Planning Planning ��ImportantImportant

File naming conventionFile naming conventionWorkflowWorkflow


READINESSREADINESS


WORKSHEET 4WORKSHEET 4Readiness ChecklistReadiness Checklist

Item Currently FinalEthical requirementsConfirm required systems in placeConfirm required staffing in placeEvaluate existing DMS/folder structureFile naming conventionRetention scheduleQuality control procedures

PartialPartialPartial

Goode, Smart & Green, LLP


Readiness Checklist Readiness Checklist ��Ethical ConsiderationsEthical Considerations


Readiness Checklist Readiness Checklist ��Scanning and Profiling SoftwareScanning and Profiling Software

Copy/Scanning Center or Records CenterCopy/Scanning Center or Records Center

Legal StaffLegal Staff


HANDOUT 5 HANDOUT 5 Sample Views of Case/Doc Mgt SystemsSample Views of Case/Doc Mgt Systems

Aderant Total Office (formerly Client Profiles) http://www.aderant.com/products/aderant-total-office/


Planning Planning --StrategiesStrategies

Receive docs Receive docs electronicallyelectronicallyElectronic docs stay Electronic docs stay electronicelectronic

EmailsEmailsFax in CloudFax in Cloud

www.faxcompare.comwww.faxcompare.com


StrategiesStrategiesScan incoming paperScan incoming paper

ActiveActive documentsdocuments

Paperless for Paperless for activeactive matters firstmatters firstInactive laterInactive later

First phaseFirst phaseAs good or better than paperAs good or better than paperPrintouts and PDFs for reviewPrintouts and PDFs for review


ROLLOUTROLLOUT


Planning DecisionsPlanning Decisions

Conversion

Document Mgt?

Retention

Scanning of

Pilot Project

Filed Paper

Phases for Roll Out

DISCUSSIONS

Doc Migration/pointer



Incoming paper mailAll firm, printout/Acrobat reviewNeed Doc Mgt nowMatter email mgt impt!Pointer ConversionContract help to scan10 yrs for inactive matters

New WorkflowSecty/para/atty scan asScan mail/bulk in fileroom,

needed


Paperless Office RolloutPaperless Office Rollout

Pilot ProjectPilot ProjectGoalsGoals

Build central staff Build central staff expertiseexpertiseCut off incoming paperCut off incoming paperLegal staff experiences Legal staff experiences benefits of paperless benefits of paperless modelmodel

New workflowNew workflowTrainingTraining

For Core GroupFor Core GroupFor central staffFor central staffTip sheet for mail recipients Tip sheet for mail recipients

FeedbackFeedbackFrom central staffFrom central staffFrom legal staffFrom legal staffOn trainingOn trainingOn draft workflow and staffingOn draft workflow and staffingOn needed systemsOn needed systems


Don’t

Forget

TrainingDon’t

Forget

TrainingDon’t

Forget

Training

Don’t

Forget

Training


Paperless Office RolloutPaperless Office Rollout

Firmwide Roll OutFirmwide Roll OutRevised workflowRevised workflowConfirm readinessConfirm readiness

WorksheetWorksheet

Implement new profiling Implement new profiling softwaresoftware

Central and distributedCentral and distributed

Implement case/document mgt Implement case/document mgt systemsystem

Document pointers conversionDocument pointers conversion

Scanning of active matter Scanning of active matter filesfilesDesign quality control reviewDesign quality control reviewTrainingTraining

For central staff to support For central staff to support legal stafflegal staffFor legal staff to scan, profile, For legal staff to scan, profile, retrieve and reviewretrieve and review



REVIEWREVIEW


Roll Out ReviewRoll Out Review

FeedbackFeedback -- HANDOUT 6HANDOUT 6

Printouts upPrintouts upDocs to scan piling upDocs to scan piling upToo many emailsToo many emailsRequests for PDF training for doc Requests for PDF training for doc reviewreview



Tools to Address FeedbackTools to Address Feedback

Acrobat and PDF tips and tutorialsAcrobat and PDF tips and tutorials

AdobeAdobe’’ss Acrobat for Legal Acrobat for Legal ProfessionalsProfessionals blogblog

http://blogs.adobe.com/acrolaw/http://blogs.adobe.com/acrolaw/

Adobe TVAdobe TV free videosfree videoshttp://tv.adobe.com/product/http://tv.adobe.com/product/acrobat/acrobat/

Reviewing documents using PDFsReviewing documents using PDFsGraceTechGroup.com (handout)GraceTechGroup.com (handout)PDFForLawyers.com tip sheetPDFForLawyers.com tip sheet

Paperless tips for law Paperless tips for law firmsfirms

EE--signatures for PDFssignatures for PDFshttp://blogs.adobe.com/http://blogs.adobe.com/acrolaw/2013/11/howacrolaw/2013/11/how--dodo--ii--signsign--aa--pdf/pdf/


ScannersScannersFugitsu Scan Snap iX500Fugitsu Scan Snap iX500

http://www.amazon.com/http://www.amazon.com/Technolawyer reviewsTechnolawyer reviews

Technolawyer.com (blog)Technolawyer.com (blog)

Emailing tipsEmailing tips

Consider alsoConsider alsoCaseMapCaseMap

http://www.lexisnexis.com/enhttp://www.lexisnexis.com/en--us/litigation/products/casemap.pageus/litigation/products/casemap.page


Good work experience for Good work experience for scanning staffscanning staff

eDiscovery service bureaueDiscovery service bureauCopy and scanning vendor staffCopy and scanning vendor staffCompany inCompany in--house scanning staffhouse scanning staff

TeambuildingTeambuildingClifton StrengthsFindersClifton StrengthsFinders

https://www.gallupstrengthscenter.com/https://www.gallupstrengthscenter.com/


Plan Next PhasePlan Next Phase

Testing

Changes to systemsChanges to procedures?Modify workflow?

DISCUSSIONS

Training


Scanning of filed paper



Iterative ProcessIterative Process

Several phasesSeveral phasesMultipleMultiple fittingsfittings

Results in each phaseLess disruptionProject checklist


WORKSHEET 2WORKSHEET 2Revisit Your Challenges WorksheetRevisit Your Challenges Worksheet

Review it againReview it againCheck second column Check second column for challenges that we for challenges that we have addressedhave addressedNot addressed?Not addressed?

Q&AQ&AThe Hub in Exhibit HallThe Hub in Exhibit Hall

My hoursMy hours


““Individual commitment to a group effort Individual commitment to a group effort --that is what makes a team work, a that is what makes a team work, a company work, a society work, a company work, a society work, a

civilization work.civilization work.””---- Vince LombardiVince Lombardi

The Paperless Office: You Can Do It! The Paperless Office: You Can Do It! ��You Are the CoachYou Are the Coach


Questions and AnswersQuestions and Answers

WORKSHEET 1

P . O. BOX 210185 . SAN FRANCISCO, CA 94121 . TEL: 415.387.0600

WEBSITE: www.strategicautomation.com . E-MAIL: [email protected]

Paperless Office Project

Core Group Worksheet

Role Name

Legal Staff

Partner Sponsor

Lawyer Power User (Scan, Profile, Retrieve, Review)

Secretary Power User (Scan, Profile, Retrieve)

Paralegal Power User (Scan, Profile, Retrieve, Review)

Quality Control Monitor

Administrative Staff

Central Scanning Staff (e.g., File Room)

Technical Support for confirming technical readiness, for monitoring storage capacity and backup as scanning volume increases, etc.

Project Manager for paperless project

Outside Scanning Resources

Outsource scanning and profiling resources for bulk scanning

WORKSHEET 2



Paperless Office Challenges Worksheet

Challenge Session

Start Session

End Pilot Notes

Firm culture: management wants legal staff to be free to work their own way

Lawyers who prefer working with paper

Paralegals who like keeping/controlling the paper file

Staff members resistant to change

Secretaries don't want to scan

Lawyers don't want to scan

Documents to be scanned pile up

Don’t know where to begin a paperless project

Uncertain about ethical requirements

Fear that documents will be lost

Scanned documents are large; fear not enough available storage capacity

WORKSHEET 2



Challenge Session

Start Session

End Pilot Notes

Not enough scanners; uncertain which we should buy

Not sure we have all the software we need

Concern about how much going paperless will cost

Don’t have a case/document management system

HANDOUT 3



Case Study Firm Profile

General

Legal Administrator: Grace How, CLM. 15 years of legal administrator experience.

43 people, including 1 file room specialist

25 lawyers, 5 paralegals, 5 secretaries

Outside IT support group. 2 secretary power users also provide technical support for legal staff. Legal administrator and accounting/billing manager provide technical support as well.

10 firm members have been with the firm 10-20 years: 4 lawyers, 2 paralegals, 2 secretaries, 1 accounting/billing manager, 1 legal administrator.

1 office

Practice

General business practice with some litigation and trademark prosecution.


HANDOUT 3



Systems

2 multifunction copier/scanners: Canon ImageRunner C5035 and C5051 running ShareScan Administration, eCopy Desktop 9, eCopy PDF Pro Office. Acrobat X Standard, and Adobe Reader software.

5 personal scanners: Fugitsu ScanSnap iX500 with Adobe Acrobat XI Standard. 2 are on paralegal desks, 2 on secretary desks, 1 on lawyer desk. Remaining 3 paralegals and 3 secretaries sit near the copier/scanners.

1 paralegal and 1 secretary have Adobe Acrobat XI Professional on their PCs for redacting, Bates numbering, etc. The 7 remaining secretaries have Adobe Acrobat XI Standard on their PCs.

Case management system has been installed for 4 years, but they are not using the document management component.

Many users have already been using Adobe Acrobat, Acrobat Reader, and the scanning software on multi-function copier/scanners. Scanning skill levels are low. Acrobat and PDF skill levels are intermediate for a few people, low for most. eCopy skill levels are low.

Requirements and Priorities for Planning

Windows Explorer folder structure not working; not all documents are filed under matter; filenames not very helpful when searching for documents.

Lawyers want to have better access to files and matter emails when working remotely.

Central storage of emails for matters is a high priority.

Need ability to receive confidential faxes.

WORKSHEET 4



Paperless Office Readiness Checklist

ETHICAL REQUIREMENTS

Language for client-engagement letter Language for contracts Policies and procedures Training and supervision

CONFIRM REQUIRED SYSTEMS IN PLACE

Backup Storage capacity Fault tolerance Security Central scanning Legal staff scanning Optical character recognition (OCR) Profiling software (central and legal staff) Document repository Matter email repository Document retrieval Remote and mobile access Document reading and review Electronic/cloud faxing Electronic signatures

CONFIRM REQUIRED STAFFING IN PLACE

Project core group Central scanning staff Technical support Functional support Quality control monitoring Project manager for paperless project Outsource and/or contract staff for bulk scanning and profiling

WORKSHEET 4



IF NO CASE/DOCUMENT MANAGEMENT SYSTEM

Evaluated existing Windows Explorer matter folder structure for usefulness and mapping for document migration/pointers conversion

Considered both case and document management systems Selected new case/document management system Mapped folder structure to document profile fields

OTHER IMPORTANT ITEMS Retention schedule Quality control procedures File naming convention Revised workflow

HANDOUT 5

Page 1 of 4

VIEWS OF MATTER DOCUMENTS AND EMAILS

IN SEVERAL EXAMPLES OF CASE MANAGEMENT AND DOCUMENT MANAGEMENT SYSTEMS

ProLaw; Case Management; [email protected] ; http://www.elite.com/prolaw/

HANDOUT 5

Page 2 of 4

Aderant Total Office (formerly Client Profiles); Case Management; http://www.aderant.com/products/aderant‐total‐office/

HANDOUT 5

Page 3 of 4

HP WorkSite (formerly iManage) FileSite; Document Management; http://www.autonomy.com/products/worksite

HANDOUT 5

Page 4 of 4

Worldox Document Management; Bill Baker [[email protected]], www.bakercadence.com; http://www.worldox.com/

HANDOUT 6



Feedback After Roll Out

Issues Raised

Printouts for review are piling up. Some lawyers want paper “working files” and binders.

Documents to be scanned are piling up on desks of paralegals and secretaries; delays getting documents scanned.

Concerns about how fast is the server storage is filling up.

Concerns about multiple copies of emails with documents attached being saved; especially internal emails. Email boxes are filling up.

Need more training working with PDFs. Tip sheets and on line tutorials requested.


HANDOUT 7



Paperless Office Project Checklist

PLANNING

Project core group (Worksheet) Decision on pilot project Decision on roll out phases Decision on new/upgraded systems Decision on scanning filed paper for active matters Decision on file naming scheme Decision on retention Decision on workflow

READINESS

Confirm readiness (Worksheet)

PILOT PROJECT

Define workflow for pilot Training for central staff Training for legal staff Feedback from central staff (training, systems, workflow, staffing) Feedback from legal staff (training, systems, workflow, staffing)

ROLL OUT

Address feedback from pilot Planning and confirm readiness (Worksheet) Implement new/upgraded scanning, profiling, and review software (if applicable) Implement new/upgraded case/document management system (if applicable) Document migration/pointers conversion for existing documents (if applicable) Scanning of paper in active matter files Design quality control review Training for central staff to support legal staff Training for legal staff for workflow and to scan, profile, retrieve, review Review and corrections based on feedback, planning next phase

Grace Tech Group

Sarah J. Curtiss

415.310.7473

[email protected] www.gracetechgroup.com

Features of Acrobat to Increase Productivity

1. Search through an entire folder of pdfs for a string or a pattern, such as social security or phone numbers. Produces a linked list of pdfs with bookmarks showing the location of your string. Click through to read the string in context.

2. Redact a string or a pattern, such as social security or phone numbers, in an entire folder of pdfs.

3. Bates number an entire folder of pdfs, with customizable prefix, suffix and location for number.

4. Send fillable forms to groups of people and receive the filled out form as data which can be imported into a database, such as Excel or Access. No data entry required by staff and thus fewer mistakes in data.

5. Recognize Text (OCR or turn into searchable text) in all pdfs in a folder.

6. Send a pdf out for a shared review to multiple people. Collect the comments in one pdf.

7. Convert pdfs to Word.

8. Copy a signature page pdf (or any other pages) from one pdf to another:

Open both pdfs.

Drag one to the right side of your screen (or use Windows key plus right arrow).

Drag the other pdf to the left side of your screen (Windows key left arrow).

Show the page thumbnail panel for each document by clicking on the page icon in the pane on the left, below the toolbar.

Drag a page from one list of thumbnails to the desired location in the other document’s list of thumbnails.

Select more than one page by holding down the Ctrl key and single clicking the desired pages or holding down the Shift key and selecting a range of pages.

Contact Sarah Curtiss for training and consulting.

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