Establishing a Paperless Law Firm
One of the best ways to build a green law firm is to go paperless. The transition is not easy and not possible overnight. It requires a gradual approach, which starts at being paper-light before finally going paperless. With that in mind, the rest of this article breaks down the best ways to go paperless in your law office.
- Communicate Electronically
Whether it is planning schedules or sending invoices to clients, do it electronically. This is possible by using a law practice management software, such as Rocket Matter. There is no need to manually print and send invoices to customers. You can do it automatically and electronically. In the same way, it also provides a platform for electronic communication, such as for memos.
- Harness the Power of the Cloud
Using cloud technology is another excellent way to go paperless. This comes handy when it comes to document management. Documents are stored and accessed electronically anytime and anywhere. This also helps speed up the work and improve collaboration. To take advantage of the power of the cloud, Rocket Matter can extend a helping hand. Try their cloud case management software to experience how it improves law firm operations.
- Change the Way You Scan and Fax
To go nearly paperless in the office, faxing and scanning practices need to change. With tons of documents that law firms have to deal with in their daily operations, finding new ways to send and receive documents will help in their green initiatives. There are mobile applications that will allow you to use your smartphone camera as a scanner and convert the file into PDF.
- Train Your Employees
Whether it is lawyers or support staff, the law firm needs to train its employees on how they can contribute to the approach of the firm towards being paperless. Teach everyone how to go digital in the office. Whether it is using cloud systems or mobile applications, invest in educating users. Staff should be trained on how to name files for ease of tracking and access. They should know how to implement best practices for security purposes. Awareness of their individual roles and responsibilities is important to be instrumental in going paperless.
- Protect Your Files
Aside from storing documents electronically, law firms also need to consider how to protect their files. It is paramount to have a robust strategy to secure the documents, especially those that contain sensitive information about the client. Restrict access and implement tight protocols. From using strong passwords to multi-factor authentication, there should be procedures in place to secure files. Anti-virus software also helps to protect the documents from online threats.
To improve efficiency, productivity, and profitability in the law firm while being green, take note of our suggestions above on how to become paperless. Take small steps starting today and it won’t take long before you can transition into a paperless work environment.