The quarterly publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/67910
We theoretically went paperless a few years ago, but in reality it was a gradual process. It wasn't until we also created an "agile" workforce, made new tools available and became more focused on records retention policies that adherence to paperless workflows increased. Some practice areas have a harder time than others (e.g., patents and trademarks). Here are some suggestions: Reduce the Need for Paper • Scanning. Require that hard copy documents be scanned and saved digitally, and then get rid of them. As we and our customers move toward digital signature capabilities, and as our comfort with paperless increases, the need to scan will diminish. • Laptops/Tablets at Meetings. Handwritten notes on legal pads get lost in the paper heap on a person's desk as soon as the meeting is over. In contrast, a few key action items typed up during a meeting and emailed to yourself or colleagues will be acted on more quickly. • Dual Monitors. We gave some of our patents and trademarks attorneys dual monitors so they could view one document on one screen and another document on the other screen. They reported that this significantly reduced the number of documents they felt needed to be printed. • Collaboration Tools. Tools like Live Meeting enable people to view documents together via a chat-like platform and reduce the need for paper. Inspire a Change • An Agile Workforce. If lawyers are allowed to work anywhere, they will be motivated to keep everything stored electronically, rather than carting files everywhere. • Automated Records Management. Use your document management system or another tool to mine digital records and produce lists of what individuals have to review for records compliance policies. Lists of documents are easier to deal with than paper files, and users will appreciate the change over time. Reduce the Desire To Print • Fewer Printers. Reduce the number of printers in the office, get rid of color printers and move printers farther away from people's desks. • More Statistics. Start tracking the number of prints/copies performed by each person and have managers work with the people who are most dependent upon paper. Sarah Edell Manager of Legal Operations Pitney Bowes Legal Department ILTA's Law2020® E-Group In 2010, ILTA launched its multi-year, multiplatform initiative that explores the sea change taking place in law firms — Law2020® . With current economic pressures, client demands and the ever-changing technology landscape, law firms face the prospect of the most dynamic and threatening decade of the last fifty years. This e-group was created to facilitate dialog about the challenges and the "solutions" that arise as firms, law departments and the vendors/consultants who support them address the pressures of this decade. connect.iltanet.org Peer to Peer 101