Document Management Issue

1. Electronic Document Management
Technology has had a dramatic impact on the way that documents are being managed.
From file creation to file storage technology can improve the way that firms leverage their
resources and reduce the costs of document storage. Cloud based practice management
systems provide firms with various options to increase the efficiency of their practices
while providing the ability to transition into a paperless filing system. Unlike traditional
storage systems where files are housed in physical file folders in a file cabinet within a file
room that can be the size of an apartment, on-line storage capabilities allow for the transi-
tioning of documents from a physical storage into a cloud based system. This has several
advantages, but there are some disadvantages as well that should be addressed so that
there are no misconceptions about the ethical duties that may be breached in the event
that issues occur with the usage of an on-line document management system.
Cloud computing allows for firms to stay connected while also allowing for the rapid de-
ployment of a law practice management system with all of the features of a desktop sys-
tem in addition to built in remote accessibility. The efficiency that cloud based practice
management systems offer is unparalleled. An organization can quickly deploy a cloud
based system without the hefty costs that are typically associated with deploying a system
organization-wide. With the increase of technology usage in litigation intensive firms cloud
based service providers have amped up their security features which allow for documents
to be securely managed and accessed. (Cont’d on page 2)
Document Management
eDocument Management P.1
On-line Storage Transition P.1
Rainmakers Summit P.2
Upcoming Programs P.3
Membership P.3
5 Ways to Easily Transition
to a Paperless Filing System
The hefty price tag that goes along
with filing and maintaining paper
documents creates a financial bur-
den on firms that can easily be rem-
edied with the use of a paperless
document management system.
Use these tips to make a smooth
transition to paperless file manage-
ment:
1. Determine which system will be
utilized. There are cloud based
systems that specifically man-
age documents and there are
law practice management sys-
tems that have built in docu-
ment management features.
2. Create a cataloguing system.
3. Use specific folders for different
practice areas, case types, de-
partments, etc.
4. Use tagging features.
5. Use check in and out feature to
determine who is accessing
files.
Paralegal Rainmakers Digest
A Paralegal Rainmakers Publication
September 2015 Volume 4 Issue 1

2. Electronic Document Management
The ideal of justice that is the hall-
mark of the U.S. constitution must
be incorporated into the way that
legal professionals interact
amongst themselves as well as di-
verse populations that they serve.
In this year’s Summit several
speakers from vast backgrounds
and regions will discuss issues that
impact the way that legal services
are currently being provided as
well as ways to incorporate strate-
gies to engage potential clients
using social media.
Whether or not someone hires the
expertise of a legal professional to
deal with a legal issue everyone
will be in need of legal knowledge
at some point. With the ability to
locate information on topics on
how to create documents, how to
settle a case without an attorney,
and similar legal information it is
imperative that legal professionals
stand out in the noise and incorpo-
rate ways to engage their audi-
ence. This is not only important it
is necessary so that individuals do
not gain faulty information that
does not effectively address their
legal issue.
This year the Summit will focus on
social media, diversity, effective
writing, and privacy concerns relat-
ed to technology. To learn more
about the topics, speakers, and
agenda visit
www.rainmakersonline.com/
summit. Registration to the Sum-
mit is included in a paid member-
ship plan.
Technology's application to document stor-
age benefits a legal organization in three
key areas:
1. Cost savings
2. Space saving
3. Easy accessibility
Cost Savings
An organization can spend a considerable
amount of money on storing and maintain-
ing a physical filing system. With a tradi-
tional filing system there needs to be space
designated for the storage of files. This not
only requires the expenditure on the funds
to house the documents maintained within
the files but also requires the cost to pay
for the employee(s) to maintain the filing
system. The costs associated with main-
taining a physical storage space can quickly
skyrocket as files need to be transferred to
an offsite storage facility. None of these
issues come into play when using a cloud
based practice management system to
store and maintain documents. The cloud
based system becomes the storage facility.
This not only saves a considerable amount
of money but it also saves on the time that
employees spend to locate and refile docu-
ments and files. Every law firm has the
need for a record retention and retrieval
system. Whether or not an organization
utilizes a cloud based system or not is in-
consequential to the bigger picture of why
firms need to organize documents in an
effective manner. Misplaced files is one of
the top ten reasons for malpractice suits.
This issue alone can place a firm in the po-
sition of defending itself against suits that
arise from all of the issues that stem from
misplaced files like missed deadlines and
missed court hearings.
Although there is concern in the legal in-
dustry regarding the inadvertent disclosure
of confidential and privileged information
with the use of cloud based document
management and storage the advantages
far outweigh the risks.
Space Saving
Instead of having a huge file room and
storage facility to maintain documents all
of a firm’s files can be housed in the cloud
with unlimited storage capacity. This
means no more shifting files around and
renting out additional storage space when
the file room becomes overcrowded.
Easy Accessibility
When storing files in a traditional file room
there is the potential for misfilings and lost
files. This situation will never occur with
the utilization of an on-line storage system.
As long as you remember the name of a
party, case name, case number a file will
never go missing. This is an incredible ad-
vantage to transitioning to a paperless doc-
ument management system. It may take
some time for a firm to scan old docu-
ments into an on-line document manage-
ment system, but once it is done it’s easy
sailing from there. Just add new files and
that’s it.
Thinking Outside the File Room
Paralegal Rainmakers Summit

3. Paralegal Rainmakers Digest
September 2015 Issue 1
October 24, 2015 Day: Saturday Time: 10:00am - 2:00pm PST
More information available at http://www.rainmakersonline.com/gapp
Generally Accepted Paralegal Principles (G.A.P.P.) Workshop
November 11, 2015 Day: Wednesday Time: 4:00pm - 6:00pm PST
More information available at http://www.rainmakersonline.com/paralegal-mastery-communication
Paralegal Mastery: Communication
Date: October 22, 2015 Day: Thursday Time: 4:00pm - 6:00pm PST
More information available at http://www.rainmakersonline.com/paralegal-mastery-research
Paralegal Mastery: Legal Research
Date: October 20, 2015 Day: Tuesday Time: 4:00pm - 6:00pm PST
More information available at http://www.rainmakersonline.com/paralegal-mastery-technology
Paralegal Mastery: Legal Technology
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Register for a free Paralegal Rainmakers member-
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ters, and discounts. For additional features up-
grade to a paid membership plan and learn about
emerging trends in the paralegal profession while
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