can greatly reduce the expense both in money and time that is inherent when dealing with physical
documents. This is because having all of your contracts, letters, records, and correspondence on
computer and within an online storage place and organizing them in the proper manner allows to
save valuable office space. This is room that would otherwise be wasted if everything is on paper.
Maybe even more importantly, it also allows you to find your materials and the information
contained within them quickly. Making your ability to work faster and more efficiently not only
means that you will save money, it also means that you will be able to make more money, more
With that having been said, it is perfect plausible for a law office to run 100% paperless. The
benefits of doing so are extremely valuable. You, other lawyers you work with, and your various
staff members will have instant access to client materials. These documents will not only be
available to them when in the office either. They can be effortlessly accessed from any part of the
world where there is an internet connection—even including from hotspots and mobile phones.
Also, placing all your files online where you have easy control of managing them allows you to set
limits on who has access to security features that lets the admin user decide who has access and
can view or use the documents. Lawyers, secretaries, paralegals, bookkeepers, file clerks, and other
staff can be either give or denied permission to access certain folders or information.
And, by the way, hundreds of thousands of documents (of just about any size and type) can be stored within your file management system. It will take up no more space to do this than the office computer or computers that you use to access them. That means you can have a much smaller and less expensive office space to work in while gaining even more efficient access to the materials that you are keeping in storage.
service. Google Drive or Dropbox are the perfect option for doing this because of its features, reliability, and the level of security they are able to provide for your valuable materials. A proper amount of Google
Drive or Dropbox storage space can easily handle an influx of hundreds of documents per week. These could be documents that you create yourself, documents that you receive electronically via the internet
(mainly through email or downloading) and save onto your computer, or they could be hardcopy correspondence that you convert to electronic documents by scanning them and saving it as a file on your computer.
The former two ways of receiving or creating electronic documents should be self explanatory to anyone who if familiar with basic computer literacy. The latter, scanning, only requires basic office skills—which all lawyers should already possess. However, one thing that will save you a lot of time and headaches is if you make sure to choose the right scanner for the job you need to get done.
Also, there is other software and equipment that you need to consider.
The reason you want to go paperless is to create a convenient and efficient work environment. Yes,
it is true that you also want to save money, but, investing in scanners for everyone will pay off in the long run—and your employees will be much happier and productive.
It should be clearly noted that you want an office scanner. The scanners that you see at retail stores
such as Staples, Best Buy, and Office Depot are usually for home use. These scanners are rather slow
and defeat the intent of your purpose—to provide for a faster, more effective way of storing documents than the use of hardcopy. In order to do this, you will be looking for a scanner that has a sheet feeder that holds 25 or more pages and can offer you a scan rate of at least 20 pages per
One quick way of telling whether or not a scanner is up-to-par or not is look at its advertised description. If the scanner’s pages per minute scan speed is not prominently displayed in its advertising, then it is basically because the makers of the product have nothing at all to brag about. If a scanner is designed with the purpose of producing many scans at a fast pace, then you can be certain that the manufacturers will use this as a main selling point. If not, they will try to distract you with cheap prices and other features that will probably prove useless. On the other hand, paying thousands of dollars for a high-end scanner that can shell out 50+ pages per minute is overkill—both in the sense of the particular job you need to get done and the dollar amount you would be paying as well.
A scanner such as the Fujitsu ScanSnap S1500 can be purchased for just several hundred dollars if you get a good deal. It is a “Instant PDF Sheet-Fed Scanner” that you can find being sold on Amazon.com. It is a very small, personal scanner that you can feed color documents into at a rate of 20 pages per minute. This gives you nice speed still without taking up much space at all. It is about the size of a shoebox and can fit neatly onto a personal desktop, right next to the computer and monitor. Fujitsu ScanSnap S1500 also comes with Adobe Acrobat X standard. This software allows scans to automatically open as pdf files. It has a 50 page sheet feeder and can scan color photos, business cards, and more.
Adobe Acrobat X Standard is a must have. but it is even better to use purchase and Adobe Acrobat
X Professional for its better variety of features. Owning a multiuser version of the software is of great benefit. This allows anyone in your office to create fillable forms that are used to write agreements and contracts. This is another place where hardcopy can be eliminated to your great benefit. These forms can be create and save onto computer and sent to various parties via email. They can then be signed and emailed back. This is a process that could otherwise take days or weeks, but by using electronic means, it can take minutes or hours instead.
the server and available to all workers. This will allow the work and documents to be shared from
computer to computer in needed before also placing them into the online storage site. Once the
documents are ready for online data storage, they can be uploaded to Google Drive as the main
storage are and Dropbox can be used as a redundancy storage space whereby all your Google Drive
materials are duplicated for added security.
Just like saving all your files on a single computer or network without backing them up is not a
good idea, it is also a bad idea to use a single file storage medium. When doing business, you never want to rely totally on one options. You need to plan for possible failures such as accidental file
deleting, sever downtimes, and account hacking. Any of these issues can mean the temporary or permanent loss of all your files. That is why you should use Google Drive as your main storage area
and then use a cloud back up service such as cloudHQ in order to automatically replicate all your
files from Google Drive to a service such as Dropbox. cloudHQ is your go between and you can set it
up automatically update your files on a regular basis. This will completely minimize the chances
that you will ever lose access to your files and information.
If collaboration and actively working with staff and other laywers is something that you find beneficial, the you can also use a service such as Evernote which is specifically design to give you the tools to do this type of work effectively. Letters, contracts, documents, spreadsheets, notes, PDFs, Power Point Presentations, or just about anything else can be shared and worked on using Evernote, stored on Google Drive once the work is finished, and replicated / backed up to Dropbox by using cloudHQ. In fact, cloudHQ can be set up to automatically do all the uploading and updating for you. This, in addition to manually using scanners will allow your office to become completely paperless and much more efficient.