Go Paperless! A Guide for Lawyers
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This document discusses the benefits of going paperless, including speed, security, space savings, and cost savings. It outlines various scanning options like standalone scanners, multi-function devices, and automatic document feeders. Specific scanner models like the Fujitsu ScanSnap s1500 and s300 are highlighted. The document also covers storage options like on-site servers/RAID, off-site backups, and cloud storage. It provides tips for organizing electronic files like using consistent folder and file naming structures. Finally, it discusses OCR and batch processing tools to facilitate the paperless workflow.
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Go Paperless! A Guide for Lawyers
- 2. Why Paperless? •Speed • Security • Space • Savings
- 3. Speed • Everything is available • All the time. • Everywhere.
- 4. Security Do you back up your paper? What would happen in case of a ... • Fire • Storm (Katrina) • Vermin
- 5. Savings • Storage • Copier • Paper • Ink • Postage
- 6. Plus... Paperless is GREEN!
- 7. How to do it?
- 8. Scanner
- 11. • Copier
- 13. Fujitsu ScanSnap s1500 PC Mac
- 14. ScanSnap Features • 20 ppm (40 ipm) • Auto naming • Duplex Scanning • 50 page ADF tray • Scan to pdf or jpg • Adobe 9 Standard (PC) • Ultrasonic Page Detection • Adobe 8 Pro (Mac) • Blank page removal • ABBYY FineReader OCR • Auto color, BW & grayscale • Rack2-Filer (Deluxe Version) • Auto page rotation • $409-$429 newegg.com • Auto quality detection
- 15. ScanSnap s300 • Portable! • USB powered • 10 sheet feet • 8 ppm • Does not come with Acrobat • ~$239 newegg.com
- 16. BUT... SNAPSCANS ARE NOT TWAIN COMPLAINT!
- 17. Fujitsu fi-6240 • Flatbed & ADF • 40 ppm • PC only • TWAIN compliant • $1800 newegg.com
- 18. Storage
- 19. Remember If it’s not backed up in 3 places, you don’t really have it.
- 20. Onsite Offsite Cloud
- 21. Onsite • Server • RAID (redundant array of independent disks) • Harddrive backup • Tape backup
- 22. Offsite • Burn a DVD • Swap out a backup harddrive / tape • Do a full image • TAKE IT HOME!
- 23. Cloud Based Storage • Amazon S3 (backup only) via Jungledisk.com • Dropbox.com (PC, Mac & Linux) • sugarsync.com • box.net
- 24. Organizing Your Electronic Filing Cabinet
- 25. File Structure
- 26. Folder Structure
- 27. Naming •year month date -- to -- from -- description • 20090607 PLT DCT motion for SJ • 20090720 DEF DCT response to SJ • 20090815 DCT PLT ruling on SJ-granted
- 28. Medical Records •provider year-month-date - year month date • PVCHC 20020612-20060413 • PVCHC 20060503-20080704 • SCFM 20070502-20090106 • SCFM 20090106-20090806
- 29. Choices, Choices, Choices! • PDF, TIFF, or JPG? • Resolution • B/W, Color, Grayscale
- 30. PDF
- 31. Tip: Sort before scanning
- 32. Resolution & Color •150 dpi (dots per inch) •300 dpi •400 dpi •600 dpi •Color •B/W •Grayscale
- 33. 20 pages (B/W) 600 dpi • 30 seconds • 5.66 mb 300 dpi • 30 seconds • 1.99 mb
- 34. OCR
- 39. 600 dpi original Clearscan 72 dpi • 10:00 minutes • 5.66 mb -> 2.21mb (0.40x) Searchable Image-exact • 6:34 minutes • 5.66 mb -> 5.76 mb (1.01x) Searchable Image 150 dpi • 6:40 minutes • 5.66 mb -> 3.90mb (0.69x)
- 40. 300 dpi original Clearscan 72 dpi • 4:06 minutes • 1.99 mb -> 1.40 mb (0.70x) Searchable Image exact • 2:41 minutes • 1.99 mb -> 2.10 mb (1.05x) Searchable Image 150 dpi • 2:45 minutes • 1.99 mb -> 4.03 mb (2.02x)
- 41. 300 dpi original 600 dpi original Clearscan 72 dpi Clearscan 72 dpi • 4:06 minutes • 10:00 minutes • 1.99 mb -> 1.40 mb (0.70x) • 5.66 mb -> 2.21mb (0.40x) Searchable Image exact Searchable Image exact • 2:41 minutes • 6:34 minutes • 1.99 mb -> 2.10 mb (1.05x) • 5.66 mb -> 5.76 mb (1.01x) Searchable Image 150 dpi Searchable Image 150 dpi • 2:45 minutes • 6:40 minutes • 1.99 mb -> 4.03 mb (2.02x) • 5.66 mb -> 3.90mb (0.69x)
- 42. Recommendations: Speed / Size / Quality • 300 dpi original • Searchable Image-exact • Fast OCR (2:41 minutes 20 images) • Small file size (1.99 mb orig - 2.10 mb OCR) • YMMV!
- 45. Batch OCR
- 52. Automate OCR Autobahn DX http://www.aquaforest.com/en/autobahn.asp
- 57. “Don’t start nothing, won’t be nothing” • Don’t create paper • Print to pdf • Minimize the paper your receive • Use an e-fax service
- 58. Thank you! planet10tech.com tom@planet10tech.com Twitter @planet10tech
Notes de l'éditeur
- 1. Platform agnostic - PC or a Mac 2. Show you a way, not the only way (if different, come up and share after) 3. May be good reasons not to do things this particular way.
- You don’t have to hunt for file You don’t have to search for records within a file Everything is a could of keystrokes away And if you set things up right, you can take your data everywhere
- I bet this look familiar... And it always raises the question: (click) do you back up your paper files? (click) What your happen to your file, to your firm, in case of A fire A storm, even vermin Would you still have a firm or would (well) /click Is paper really a secure way of keeping critical information in your office? / click
- You wont need new filing cabinets You don’t have to devote space for a file room You don’t have to pay for warehousing of closed files (CLICK) You may not even need a copier (I don’t have one. I don’t NEED one) goodbye service contract (CLICK) When you’re not copying your paper costs go down (CLICK) your ink costs go down (CLICK) Your postage costs go down. I used to send my clients their paper file at the endof the case cost $12-20 each time Now my total cost (envelope, cd, postage) is less than a dollar. Oh, and not only does this save you green (CLICK) x2 It makes you green.
- It makes you green! and yes, you can market yourself as green.
- stand alone multifunction copier
- stand alone multifunction copier
- stand alone multifunction copier
- You want to have 3 subfolders for your case files (prospects, open & closed) add more types as you need them If you have more than 1 area of practice, you may want to have a directory between “Filing Cabinet” and the “status” directories. So you may have a personal injury directory, a family law directory, a criminal law directory, When a prospect becomes a client, you just move their folder into the “open” directoryWhen a case closes you move their file into the closed directory Now, let’s look at organizing the file within this directory...
- I name the client file “last name” underscore “first name” What if you have multiple cases within an area of practice? Add a suffix to the folder name: Divit_Dale-dog bit Divit_Dale-S&F Divit_Dale-autoped Within a client file, I replicate a paper folder structure [review]. Your folders will be based on whatever folders you typically keep. Keep a dummy folder in the prospect folder. When I do an intake, I duplicate the folder (ctrl+D) and rename the copy
- stand alone multifunction copier
- my recommendation
- very smallest size (if OCR time is unimportant)
- Batch processing
- Adobe Standard - lets you remove metadata but you need PRO for redaction