paperless productivity on a mac

Paperless MacErnie Svenson and David Sparks

Who are These Guys?

Ernie Svenson

David Sparks

As you can see, we run a completely paperless office

What is Paperless?(can you eliminate completely?)

1. No Paper

2. Devoid of paper as much as possible

3. Key information stored digitally

4. Ability to work with key information anywhere, anytime

Four Definitions

Information is in here

Not in here

Why Go Paperless?

No Lost Originals

It’s Cheaper

It’s Faster

It’s Safer

It’s Environmentally Sound

It Gives You an Advantage

It Lowers Your Stress Level

Every piece of paper you see is here for a reason: I haven’t thrown it away yet

Capture

Using an Attached Scanner

ScanSnap Advantages

1. Solid Hardware

2. Duplex

3. OCR

2. Great Software

3. Mac Friendly

Doxie Go

Networking Your Scanner

Capture with an iPhone

JotNot

Abbyy Business CardReader

Scanning Services

Naming & Format

2012-03-30 -

Sparks->Cook

Thanks for iPhone 7

2012-03-30 - Sparks->Cook Thanks for iPhone 7

01 Pleadings2009_01_01 Complaint2009_01_08 Summons2009_02_15 Return 2009_03_02 Extension req2009_04_02 Answer2009_07_17 Motion SJ Def2009_08_01 Opp by Plntf2009_10_19 Order grantng

Naming with TextExpander

Demo

Format

Working with PDFs

Smackdown

Acrobat

Widely usedFull-featured for lawyersBut not cheap

PDF Pen

CheaperOCRMac FriendlyiCloud

Preview

Fairly robustFreeEasy to make digital signatures

Digital Signatures

How to create?1. Scan in signature2. Erase background3. Import to Word, Acrobat

Using Preview

Preferences...

Make photocopies of this memo, informing the staff to reduce the use of paper, and distribute it to all of our staff

Managing Digital Documents

Nested Folders

Crown v. Royal

01 Pleadings02 Correspondence03 Documents04 Word Processing05 Depositions06 Legal Research07 Attorney Notes08 Trial Documents

Using Hazel

Demo

Yep

Yep

DEVONthink

Evernote

Tagging

Spotlight Comments

Open Meta

Optical Character Recognition

(when is it really needed?)

Performing OCR

Back Up!

“No, I’m not backing up our files—I’m just assuming that the F.B.I. is making copies.”

What about the Paper?(what do you have to keep, & for how long?)

IRS Publication 583 (& 97-22)

Digital is okayMust be legibleMust be reliableMust be under your control

regarding recordkeeping

Shredder

Organic Shredder(Buddy)

Ethics

Client Engagement Letter

I don’t store paperWill provide CD-ROM if askedI use digital signaturesData Encryption

Thank you!esvenson@gmail.com

david@macsparky.com