Electronic Document Management

Technology has had a dramatic impact on the way that documents are being managed. From file creation to file storage technology can improve the way that firms leverage their resources and reduce the costs of document storage. Cloud based practice management systems provide firms with various options to increase the efficiency of their practices while providing the ability to transition into a paperless filing system. Unlike traditional storage systems where files are housed in physical file folders in a file cabinet within a file room that can be the size of an apartment, on-line storage capabilities allow for the transi-tioning of documents from a physical storage into a cloud based system. This has several advantages, but there are some disadvantages as well that should be addressed so that there are no misconceptions about the ethical duties that may be breached in the event that issues occur with the usage of an on-line document management system.

Cloud computing allows for firms to stay connected while also allowing for the rapid de-ployment of a law practice management system with all of the features of a desktop sys-tem in addition to built in remote accessibility. The efficiency that cloud based practice management systems offer is unparalleled. An organization can quickly deploy a cloud based system without the hefty costs that are typically associated with deploying a system organization-wide. With the increase of technology usage in litigation intensive firms cloud based service providers have amped up their security features which allow for documents to be securely managed and accessed. (Cont’d on page 2)

Document Management

eDocument Management P.1 On-line Storage Transition P.1

Rainmakers Summit P.2 Upcoming Programs P.3

Membership P.3

5 Ways to Easily Transition to a Paperless Filing System

The hefty price tag that goes along

with filing and maintaining paper

documents creates a financial bur-

den on firms that can easily be rem-

edied with the use of a paperless

document management system.

Use these tips to make a smooth

transition to paperless file manage-

ment:

1. Determine which system will be

utilized. There are cloud based

systems that specifically man-

age documents and there are

law practice management sys-

tems that have built in docu-

ment management features.

2. Create a cataloguing system.

3. Use specific folders for different

practice areas, case types, de-

partments, etc.

4. Use tagging features.

5. Use check in and out feature to

determine who is accessing

files.

Paralegal Rainmakers Digest A Paralegal Rainmakers Publication

September 2015 Volume 4 Issue 1

Electronic Document Management

The ideal of justice that is the hall-mark of the U.S. constitution must be incorporated into the way that legal professionals interact amongst themselves as well as di-verse populations that they serve. In this year’s Summit several speakers from vast backgrounds and regions will discuss issues that impact the way that legal services are currently being provided as well as ways to incorporate strate-gies to engage potential clients using social media.

Whether or not someone hires the expertise of a legal professional to deal with a legal issue everyone will be in need of legal knowledge at some point. With the ability to locate information on topics on how to create documents, how to settle a case without an attorney, and similar legal information it is imperative that legal professionals stand out in the noise and incorpo-rate ways to engage their audi-ence. This is not only important it is necessary so that individuals do not gain faulty information that does not effectively address their legal issue.

This year the Summit will focus on social media, diversity, effective writing, and privacy concerns relat-ed to technology. To learn more about the topics, speakers, and agenda visit www.rainmakersonline.com/summit. Registration to the Sum-mit is included in a paid member-ship plan.

Technology's application to document stor-age benefits a legal organization in three key areas:

1. Cost savings

2. Space saving

3. Easy accessibility

Cost Savings

An organization can spend a considerable

amount of money on storing and maintain-

ing a physical filing system. With a tradi-

tional filing system there needs to be space

designated for the storage of files. This not

only requires the expenditure on the funds

to house the documents maintained within

the files but also requires the cost to pay

for the employee(s) to maintain the filing

system. The costs associated with main-

taining a physical storage space can quickly

skyrocket as files need to be transferred to

an offsite storage facility. None of these

issues come into play when using a cloud

based practice management system to

store and maintain documents. The cloud

based system becomes the storage facility.

This not only saves a considerable amount

of money but it also saves on the time that

employees spend to locate and refile docu-

ments and files. Every law firm has the

need for a record retention and retrieval

system. Whether or not an organization

utilizes a cloud based system or not is in-

consequential to the bigger picture of why

firms need to organize documents in an

effective manner. Misplaced files is one of

the top ten reasons for malpractice suits.

This issue alone can place a firm in the po-

sition of defending itself against suits that

arise from all of the issues that stem from

misplaced files like missed deadlines and

missed court hearings.

Although there is concern in the legal in-

dustry regarding the inadvertent disclosure

of confidential and privileged information

with the use of cloud based document

management and storage the advantages

far outweigh the risks.

Space Saving

Instead of having a huge file room and

storage facility to maintain documents all

of a firm’s files can be housed in the cloud

with unlimited storage capacity. This

means no more shifting files around and

renting out additional storage space when

the file room becomes overcrowded.

Easy Accessibility

When storing files in a traditional file room

there is the potential for misfilings and lost

files. This situation will never occur with

the utilization of an on-line storage system.

As long as you remember the name of a

party, case name, case number a file will

never go missing. This is an incredible ad-

vantage to transitioning to a paperless doc-

ument management system. It may take

some time for a firm to scan old docu-

ments into an on-line document manage-

ment system, but once it is done it’s easy

sailing from there. Just add new files and

that’s it.

Thinking Outside the File Room

Paralegal Rainmakers Summit

Paralegal Rainmakers Digest

September 2015 Issue 1

October 24, 2015 Day: Saturday Time: 10:00am - 2:00pm PST

More information available at http://www.rainmakersonline.com/gapp

Generally Accepted Paralegal Principles (G.A.P.P.) Workshop

November 11, 2015 Day: Wednesday Time: 4:00pm - 6:00pm PST

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Paralegal Mastery: Communication

Date: October 22, 2015 Day: Thursday Time: 4:00pm - 6:00pm PST

More information available at http://www.rainmakersonline.com/paralegal-mastery-research

Paralegal Mastery: Legal Research

Date: October 20, 2015 Day: Tuesday Time: 4:00pm - 6:00pm PST

More information available at http://www.rainmakersonline.com/paralegal-mastery-technology

Paralegal Mastery: Legal Technology

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