digital data will be stored , and how to dispose of scanned paper . Store the procedures in the DMS solution for easy access by everyone in the office .
8 . PDF Proficiency
Another key step in paperless efficiency is to ensure that all users master a modicum of proficiency with PDF production software . First , allow me to define PDF production software . This means that you and your staff can create a searchable PDF either from documents you draft and print to a PDF printer ( or create via an embedded toolbar in your word processor ) and that you can create a searchable PDF by scanning in a paper document . What this typically means is that free PDF “ readers ” don ' t count and shouldn ' t be used in your office . What this usually means is that you have to pay for PDF production software .
PDF proficiency also means that your staff should not only be able to create a searchable PDF document , but also should be able to manipulate a PDF document once created including : using highlighters , text editors , sanitizing ( to remove METADATA ) functions , stamp tools ( for signatures ), commenting , form creators and the like . And , if you litigate , you must be able to save your PDF as PDF / A compliant for the Courts . Most importantly , since most , if not all , digital paper will be in PDF format , you and your staff must not only understand PDF production , manipulation and storage protocols , but also continually educate yourself on upcoming PDF standards .
9 . Snail Mail Protocol
Develop a system to scan in and distribute traditional paper mail electronically in your office . How nice would it be to review your ‘ snailmail ’ on your computer screen ? Once your data is stored electronically and the scanning begins , this becomes a reality . Include in your written procedures how mail should be handled . Sometimes there is one central person who opens and processes all the mail , and it would make sense for that person to scan it into the system and profile it properly . It would likely be wise to make sure that person has a fast desktop scanner to handle the volume of incoming mail . Include this protocol in the written procedures .
10 . Invest in Training
Most people have an aversion to change . Moving from holding paper in your hands to viewing and manipulating documents on the screen is a hard adjustment . The best investment you can make for your staff is to ensure they have adequate training in both your new paperless protocols , but also in your document management solution ( if you choose that route ) and PDF proficiency . Honestly , don ’ t skimp on the training . Everyone will be happier and more content if expected to master a new system on his / her own . In fact , without training , efficiency will suffer as it will take your staff longer to produce the same work product because they will not know where the new “ buttons ” are ( so to speak ). This will lead to frustration and a longing for the “ way we used to do it ”, which , in turn , starts you on a path toward project failure .
Make sure your paperless trainer is available for staff questions after the “ go live ” date . And , most importantly , please make sure everyone understands the training goals , and then make sure they understand the process . In closing , the motivators for going paperless are clear : productivity / efficiency gains , costs savings , space saving , easily sharing information , an improved protocol for saving and retrieving content and a reduced environmental impact . If you consider all of these factors – that users will spend much less time looking for files , that you will not have to store so much paper , that you have made collaboration and sharing documents much simpler , and that you are doing something to reduce environmental impact – the move to a “ less paper ” law firm environment is a no-brainer ! No matter whether you are a Mac user or a Windows user , you will forever clear the paper jungle . ▪
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The Official News Publication of the Atlanta Bar Association THE ATLANTA LAWYER 27