publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/535467
ILTA WHITE PAPER: JUNE 2015 WWW.ILTANET.ORG 40 A PAPER-TO-DIGITAL MASTER PLAN PROBLEMS AND BENEFITS Let's begin by looking at paper records problems and the benefits achieved by gradually overcoming them. ELEMENTS OF YOUR PLAN There are particular elements of a paper-to-digital initiative that differ from other types of firmwide projects: Prioritized Objectives: It is important to prioritize objectives because the extensive benefits and impacts are achieved in stages. If your managing partner sees the principle benefit as enabling matter collaboration but the COO is prioritizing the shrinking of file storage as part of a real estate reduction project, these objectives must be prioritized and aligned, then applied to the project timeline. Benefits are achieved in varying measures at different stages of this multi-year project. The hard cost savings of a reduced real estate footprint for paper are measured differently in a spreadsheet than the soft but massive productivity gains achieved by working digitally firmwide. To harness project progress, clarify and prioritize objectives, sequencing and then applying them to a project strategy and timeline. Ongoing Leadership Support: Ongoing impetus for this project must be driven by a shared executive vision. Once set by the firm's leadership, prioritized objectives and related ROI milestones must be published. A firmwide project to move toward a fully digital matter file will encounter resistance and roadblocks. Such challenges require constant top- down support from the partners, the C-suite and managers. Project Plan: The key variable in a P-to-D project plan is how to get started. Often the startup portion is selected to build momentum or competencies for larger undertakings ahead. A firm could begin by building out scan-capture technology and process in the records department to scan, quality control (QC) check and shred closed matters instead of boxing and sending them to offsite storage. This implementation can build competency, DMS integration and proven workflows that can then be extended to the practice groups. It is more than a pilot. PROBLEMS WITH PAPER BENEFITS OF DIGITAL Costs Real estate costs are driven up by onsite and offsite file storage; labor and service costs to manage the movement of paper are significant Significant cost reductions are obtained by scanning and shredding paper records Risks Paper is impossible to secure and easy to lose When paper is turned into a digital asset, it is absorbed by the existing digital security system Productivity Paper impedes matter centricity, mobility, collaboration and information access All of these essential work methods are advanced by making paper records digital and available from the document management system (DMS) Compliance Law firms must now meet or exceed clients' standards of information governance, retention and disposition for records, which can be difficult — if not impossible — when dealing with paper records By making paper records digital as a best practice, compliant paper records disposition is enabled Quality of Work The quality of legal work delivered to clients cannot be improved while working with paper records Electronic tools allow for the continuous improvement in legal work product, while still serving users who like to work with paper