3 Steps to Transition to a Completely Paperless Law Office
Going green has never been more critical than today, and many companies have taken steps to reduce their impact on the environment. While it can be overwhelming to think about your choice, one way to take a good step forward is to transition your office into an entirely paperless one.
While this is a much more environmentally friendly option, it brings more convenience to your legal practice than you realize. Without dealing with piles and piles of paper that may end up rotting in a trash bin, your office can operate more efficiently. However, if you fully intend to go paperless, you’ll have to make sure the rest of your law firm is on board. It will involve some extra training and work to transition everything to digital, but it will ultimately pay off.
Here are three steps to take to make the green transition for your law firm:
- Transition to a Paperless Client Intake System
Going paperless starts with your transactions, which means you’ll need to start a customer relationship management (CRM) platform. These often have paperless features that will make it easier for your client to sign the retainer without much of a learning curve. You can use our website to find legal contract management software that works best with your firm.
While hundreds of CRM platforms are out there, they aren’t all tailored to handle a law firm’s specifics. Be sure to find one that fits your needs and gets your clients retained immediately without involving any extra steps in the process. Some software provides the ability to set up paperless retainer agreements, billing, and e-signatures.
- Establish a System for Keeping Files Purely Digital
Once you have a client sign the retainer contract, you’ll need to have quick access to their entire file in just a few clicks. It’s much more time-efficient compared to leafing through a giant book of collected documents and notes, saving you time and money in the process. You can do this by opting for a cloud-based storage system, like DropBox. When in doubt, you can use our website to find the plan that works best with your practice.
You’ll also need software to convert your scans easily to searchable PDFs. Having a high-quality and well-working scanner or two will also make the process easier.
- Converting Paper Files into Digital
It may seem daunting to scan and convert all your cases into digital, especially if your law firm has been in the business for decades. In this case, you probably have mountains of dusty old files, which will take a while to organize. However, by staying focused and organized, you’ll be one step closer to a fully digital office. With enough practice, you’ll get into the routine, which you can also train other staff members to expedite the task.
After scanning your copies into your system, start adding notes to your digital files instead of making edits on your paper documents. You’ll soon find out that living a paperless lifestyle is much less stressful and time-consuming than depending on stacks of paper. You’ll also spend less (or none at all) on paper products and materials since everything is online.
Going paperless is an exciting process that significantly cuts down on your waste, thereby minimizing your impact on the environment. However, you’ll want to make sure that you stay organized when arranging your documents so you can refer to them at a later time. With these three tips, you’ll be making a crucial step towards lessening your impact on the environment while improving your office’s efficiency.
Legal Technology Finder connects law firms, corporate legal departments, and private attorneys to run their practices and departments far more efficiently by linking them to productive and responsive software. With our help, you can improve the efficiencies of your e-billing, document management, contract management, and many more. Contact us today to find out how we can help you!