Going paperless looked like a distant objective at one point. However, digitizing processes can help your law firm not only accommodate remote working arrangements, but also keep records organized, streamline client communications, and save money. Most lawyers nowadays appreciate the advantages of transitioning to a paperless law office. Many people, however, are unsure about where to begin or how to do so.
Digitizing is not a one-size-fits-all solution. However, there are similarities among businesses that paperless operations can be useful regardless of the type of industry. Here are some actions you can implement to make the transition to a paperless legal practice easier if your company is adopting digital documentation.
Tip 1: Begin with a Goal
The first important step before creating a paperless law office is to identify your firm’s goals for this transition. Ask yourself if this is efficient and the best practice for your company.
Because many businesses still rely on physical documents to fulfill day-to-day operations, cutting down on paper in the office is a constant work in progress. Determine how your company now uses paper, and then implement a digital input process that will assist with eliminating future paper requirements.
Tip 2: Decide Where to Store the Data
When digitizing your legal firm’s records, consider the best data storing options available to your company. Paperless law offices require the storage of hundreds and thousands of documents that need organization, security, and password-protected options. Finding a tool that can do all this is something your firm will have to research and choose accordingly.
For example, MyLitBag allows you to store thousands of litigation binders, legal documents, and case files in a password-protected organized virtual filing system.
All of your law firm’s documents are accessible online 24 hours a day, 7 days a week, in a convenient and safe manner. So, if your legal company isn’t already in the cloud, the next step is to pick a storage provider for your data.
Tip 3: Protect Your Firm’s Files
Security is critical when it comes to your law firm’s confidential client information. You must take the appropriate procedures to keep your firm’s data secure. Whether you store it in the cloud or on your law firm’s servers, you have an ethical obligation to keep these documents safe.
We propose making three copies of your legal firm’s digital files and storing them in two distinct locations. With MyLitBag, you are able to password protect not only your filing cabinet but each document with different passwords for extra security.
Tip 4: Design a Paperless Workflow
One of the top paperless law office best practices is to establish your law firm’s paperless workflow once choosing where you will store your data.
When a new document arrives or is created at the office, all employees will follow this protocol. If the document is handwritten, such as notes, you must decide how it will be processed once it is completed.
Keep in mind that your legal firm’s practice management system will require scanning and filing numerous paper documents. Establishing this workflow will only help set your firm up for success and stay organized during the transition process. Without a proper workflow in place
Tip 5: Put an Organizational System in Place
Finally, law firms that are going paperless should design a method for organizing all digital documents. Every employee should be taught and follow the system you develop. The MyLitBag app keeps each document in a specific location, as well as entire case binders. A virtual bookshelf stores everything you need for cases, keeping it organized and efficient.
Furthermore, there are features within the app that let you highlight, annotate, create nota bene redirects, and flag specific pages and information for quick access.
Create a Paperless Law Office with MyLitBag
MyLitBag (short for “My Litigation Bag”) is an IOS-based tablet app designed by and for litigators. Creating virtual binders aimed at replacing the heavy, cumbersome and costly document binders that lawyers use. It provides the same attributes and functionalities as creating and using a physical binder at a fraction of the cost. Allowing attorneys to practice at the highest level, with the least amount of friction and no learning curve.
Stay organized and paperless with MyLitBag and try a 7-day free trial today!