The Paperless Office - You Can Do It!
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1 May 19-22, 2014, Toronto ON Canada The Paperless Office - You Can Do It! Presented by Deborah A. Novachick OM32 5/21/ :30 AM - 11:45 AM The handouts and presentations attached are copyright and trademark protected and provided for individual use only.
2 2014 ALA Annual Conference The Paperless Office: You Can Do It! Presented by Deborah A. Novachick Copyright 2014 STRATEGIC AUTOMATION CONSULTING 1 The Paperless Office: You Can Do It! A Guided Tour People Planning Readiness Roll out Review Copyright 2014 STRATEGIC AUTOMATION CONSULTING 2
3 PEOPLE Copyright 2014 STRATEGIC AUTOMATION CONSULTING 3 People - Project Core Group Engage firm s s legal staff Representing their peers in Planning Decision making Examples to their peers: you can do it! Supporting new users Several different admin people are key too Copyright 2014 STRATEGIC AUTOMATION CONSULTING 4
4 WORKSHEET 1 Project Core Group Legal staff Partner sponsor Lawyer power user Secretary power user Paralegal power user Quality control monitor Administrative staff Central scanning staff e.g., file room specialist IT manager confirm technical readiness monitor storage capacity and backup as scanning volume increases, etc. Project manager Outsource scanning support for bulk scanning and profiling Copyright 2014 STRATEGIC AUTOMATION CONSULTING 5 WORKSHEET 2 Challenges Common challenges Firm culture Freedom to work your own way Lawyer prefers paper Paralegals control paper files No one wants to scan Documents pile up Uncertain about ethical requirements Fear documents will be lost Copyright 2014 STRATEGIC AUTOMATION CONSULTING 6
5 HANDOUT 3 Case Study Firm Profile Goode, Smart & Green, LLP Copyright 2014 STRATEGIC AUTOMATION CONSULTING 7 PLANNING DISCUSSIONS Pilot Project Phases for Roll Out Document Mgt? Migration/pointer Conversion Scanning of Filed Paper File Naming Convention New Workflow Retention DECISIONS Copyright 2014 STRATEGIC AUTOMATION CONSULTING 8
6 Planning Pilot Project Consider How firm staffs its matters Avoid Bilingual Workflow How much time for pilot Copyright 2014 STRATEGIC AUTOMATION CONSULTING 9 Pilot Project Options Incoming the paper mail Everyone benefits Everyone gets a taste of paperless Manageable volume Change borne mostly by admin staff Admin staff hones skills Small practice team Small new matter Copyright 2014 STRATEGIC AUTOMATION CONSULTING 10
7 Planning Document Management Consider Already in place? Usefulness and participation Repository for matter s Case Mgt or Document Mgt When to implement Document migration/pointer conversion Copyright 2014 STRATEGIC AUTOMATION CONSULTING 11 Planning Scanning of paper in client files Active files first Consider When to do it How to staff it How far back to go Copyright 2014 STRATEGIC AUTOMATION CONSULTING 12
8 Planning Phases for Roll Out Same considerations as pilot How firm staffs its matters Avoid Bilingual Workflow How much time for roll out How many people and offices Copyright 2014 STRATEGIC AUTOMATION CONSULTING 13 Phases for Roll Out - Options Finding vs. Reading/Reviewing By workgroup By practice area By office By matter Everyone at once Copyright 2014 STRATEGIC AUTOMATION CONSULTING 14
9 Planning Important File naming convention Workflow Copyright 2014 STRATEGIC AUTOMATION CONSULTING 15 READINESS Copyright 2014 STRATEGIC AUTOMATION CONSULTING 16
10 WORKSHEET 4 Readiness Checklist Goode, Smart & Green, LLP Item Currently Final Ethical requirements Confirm required systems in place Confirm required staffing in place Partial Partial Partial Evaluate existing DMS/folder structure File naming convention Retention schedule Quality control procedures Copyright 2014 STRATEGIC AUTOMATION CONSULTING 17 Readiness Checklist Ethical Considerations Copyright 2014 STRATEGIC AUTOMATION CONSULTING 18
11 Readiness Checklist Scanning and Profiling Software Copy/Scanning Center or Records Center Legal Staff Copyright 2014 STRATEGIC AUTOMATION CONSULTING 19 HANDOUT 5 Sample Views of Case/Doc Mgt Systems Aderant Total Office (formerly Client Profiles) Copyright 2014 STRATEGIC AUTOMATION CONSULTING 20
12 Planning - Strategies Receive docs electronically Electronic docs stay electronic s Fax in Cloud Copyright 2014 STRATEGIC AUTOMATION CONSULTING 21 Strategies Scan incoming paper Active documents Paperless for active matters first Inactive later First phase As good or better than paper Printouts and PDFs for review Copyright 2014 STRATEGIC AUTOMATION CONSULTING 22
13 ROLLOUT Copyright 2014 STRATEGIC AUTOMATION CONSULTING 23 Goode, Smart & Green, LLP Planning Decisions DISCUSSIONS Pilot Project Phases for Roll Out Document Mgt? Doc Migration/pointer Conversion Scanning of Filed Paper Retention New Workflow DECISIONS Incoming paper mail All firm, printout/acrobat review Need Doc Mgt now Matter mgt impt! Pointer Conversion Contract help to scan 10 yrs for inactive matters Scan mail/bulk in fileroom, Secty/para/atty scan as needed Copyright 2014 STRATEGIC AUTOMATION CONSULTING 24
14 Goode, Smart & Green, LLP Paperless Office Rollout Pilot Project Goals Build central staff expertise Cut off incoming paper Legal staff experiences benefits of paperless model New workflow Training For Core Group For central staff Don t Don t Forget Don t Forget Training Forget Training Training Tip sheet for mail recipients Feedback From central staff From legal staff On training On draft workflow and staffing On needed systems Copyright 2014 STRATEGIC AUTOMATION CONSULTING 25 Goode, Smart & Green, LLP Paperless Office Rollout Firmwide Roll Out Revised workflow Confirm readiness Worksheet Implement new profiling software Central and distributed Implement case/document mgt system Document pointers conversion Scanning of active matter files Design quality control review Training For central staff to support legal staff For legal staff to scan, profile, retrieve and review Copyright 2014 STRATEGIC AUTOMATION CONSULTING 26
15 REVIEW Copyright 2014 STRATEGIC AUTOMATION CONSULTING 27 Goode, Smart & Green, LLP Roll Out Review Feedback - HANDOUT 6 Printouts up Docs to scan piling up Too many s Requests for PDF training for doc review Copyright 2014 STRATEGIC AUTOMATION CONSULTING 28
16 Tools to Address Feedback Acrobat and PDF tips and tutorials Adobe s Acrobat for Legal Professionals blog Adobe TV free videos acrobat/ Reviewing documents using PDFs GraceTechGroup.com (handout) PDFForLawyers.com tip sheet Paperless tips for law firms E-signatures for PDFs acrolaw/2013/11/how- do-i-sign sign-a-pdf/ Copyright 2014 STRATEGIC AUTOMATION CONSULTING 29 Consider also Scanners Fugitsu Scan Snap ix500 Technolawyer reviews Technolawyer.com (blog) ing tips CaseMap Copyright 2014 STRATEGIC AUTOMATION CONSULTING 30
17 Good work experience for scanning staff ediscovery service bureau Copy and scanning vendor staff Company in-house scanning staff Teambuilding Clifton StrengthsFinders Copyright 2014 STRATEGIC AUTOMATION CONSULTING 31 Goode, Smart & Green, LLP Plan Next Phase DISCUSSIONS DECISIONS Changes to systems Changes to procedures? Modify workflow? Testing Training Scanning of filed paper Copyright 2014 STRATEGIC AUTOMATION CONSULTING 32
18 Iterative Process Several phases Multiple fittings Results in each phase Less disruption Project checklist Copyright 2014 STRATEGIC AUTOMATION CONSULTING 33 WORKSHEET 2 Revisit Your Challenges Worksheet Review it again Check second column for challenges that we have addressed Not addressed? Q&A The Hub in Exhibit Hall My hours Copyright 2014 STRATEGIC AUTOMATION CONSULTING 34
19 The Paperless Office: You Can Do It! You Are the Coach Individual commitment to a group effort - that is what makes a team work, a company work, a society work, a civilization work. -- Vince Lombardi Copyright 2014 STRATEGIC AUTOMATION CONSULTING 35 Questions and Answers Copyright 2014 STRATEGIC AUTOMATION CONSULTING 36
20 WORKSHEET 1 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 P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
21 WORKSHEET 2 Paperless Office Challenges Worksheet Challenge 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 Session Start Session End Pilot Notes P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
22 WORKSHEET 2 Challenge 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 Session Start Session End Pilot Notes P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
23 HANDOUT 3 Goode, Smart & Green, LLP 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 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. P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
24 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 multifunction 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 s when working remotely. Central storage of s for matters is a high priority. Need ability to receive confidential faxes. P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
25 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 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 P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
26 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 P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
27 VIEWS OF MATTER DOCUMENTS AND S HANDOUT 5 IN SEVERAL EXAMPLES OF CASE MANAGEMENT AND DOCUMENT MANAGEMENT SYSTEMS ProLaw; Case Management; charlene.davidson@thomsonreuters.com ; Page 1 of 4
28 HANDOUT 5 Aderant Total Office (formerly Client Profiles); Case Management; total office/ Page 2 of 4
29 HANDOUT 5 HP WorkSite (formerly imanage) FileSite; Document Management; Page 3 of 4
30 HANDOUT 5 Worldox Document Management; Bill Baker [bbaker@bakercadence.com], Page 4 of 4
31 HANDOUT 6 Goode, Smart & Green, LLP 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 s with documents attached being saved; especially internal s. boxes are filling up. Need more training working with PDFs. Tip sheets and on line tutorials requested. P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
32 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 P. O. BOX SAN FRANCISCO, CA TEL: WEBSITE: dnovachick@strategicautomation.com
33 Grace Tech Group Sarah J. Curtiss ph 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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