Making Life Easier By Going Paperless
There are very few businesses that are strictly paper- and while many businesses use a combination of paper and digital, there are many more that are making the switch to the cloud to be completely paperless. For lawyers, it may be impossible to go completely paperless as many court documents must be presented on paper. However, most of these documents can be printed directly from the cloud on any desktop computer or mobile device.
Paper documents: Bulky, not easily searchable, and can be easily destroyed.
- Storing paper files: Even a small law firm can accumulate mounds of paper files that can quickly become overwhelming. Storage space for these files can be quite expensive and keeping it in the office will more than likely overrun the area.
- Organizing and searching paper files: Organizing mounds of paper files in boxes and/or file cabinets can be a time-consuming job that never ends. Without plenty of space to enable you to organize the files efficiently, you will spend countless hours searching for files.
- Natural Disasters: Natural disasters such as fire or floods can quickly ruin every file you have- ink can be smeared and unreadable, photographs can be ruined, and important firm data such as case files, contracts, and financial records/documents can be burned up and lost forever.
Digital files: Easy to search, store, and backup.
- Storing digital files: By utilizing the incredible storing functions of cloud services such as Dropbox, Google Drive, Skydrive, etc., digital files can be stored safely- encrypted so that only authorized users can access the files, and storage fees are minimal. Best of all, your physical office area stays uncluttered and organized.
- Organizing and searching digital files: Many cloud applications such as Evernote, Basecamp, etc., have great organization, tagging and searching functions that allow files to be tagged with labels and keywords, so that searching for files can take seconds, instead of hours or days. Files can be organized by date, year, specific case, or any other keywords that you wish to organize the files by for easy access later.
- Natural disasters: If a disaster such as a fire or flood were to happen to your office area, your files remain safe- stored away in the cloud on a centralized server. Even if your computer, laptop or other devices are destroyed, your files can still be accessed from any other device by any users with the proper authorization.
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