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Taming the File Cabinet: Paperless Essentials for Lawyers

A Clio Webinar with Joshua Lenon – Clio

Ernie Svenson – PaperlessChase.com

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Instructors

•  Joshua Lenon –  New York-admitted

attorney –  Lawyer in Residence at

Clio

•  Ernie Svenson –  Founder,

PaperlessChase.com –  Louisiana-admitted

attorney –  Speaker, blogger, and

author of PDF Essentials for Lawyers

–  @ErnieAttorney

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Agenda

•  How Can Small Firms Smoothly Create a Paperless Office (40) – Benefits – What is paperless? – What to keep as paper – Recommendations for tools, file formats, and file

naming •  Paperless in Clio (10 minutes) •  Questions (10 minutes)

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How Small Firm Lawyers Can Smoothly Create a

Ernie Svenson

‣ Practiced law 27 yrs

‣ “Acrobat in One Hour for Lawyers” (ABA book)

‣ PaperlessChase.com

‣ ernie@paperlesschase.com

What a paperless law practice is and how to best create one…

Why create a paperless law practice?

Managing information can be challenging

Keeping track !1.

Keeping track of information is hard

Keeping track of just paper is hard

Managing TWO systems is very hard

Organizing!2.

Organizing is tedious & expensive

Paper vs. Digital Hard Easy

Storage costs: comparison

$! $!

Routing digital = easy

Automation

Access!3.

Just in time

Problems

Paper is… Expensive to store Tedious to organize Impossible to search Expensive to transmit Stuck in a single location

Impossible to automate workflow

Simple Sensible Smooth

Transition

Leverage momentum you already have

Beginning 2001 Paperless

Freedom

What is… a paperless law practice?

Impossible to get rid of all paper?

What documents MUST be in paper format?

Must be in paper! Wills & Trusts Promissory notes

Old stock certificates Original affidavits

Should be in paper? stuff that makes life easier

Closed Files

Convert the paper to what format?

?

PDF (portable document format)

Benefits 1. Looks & acts like paper 2. Does much more than paper

More… You can highlight Sign digitally Quickly bates-stamp Password protect & redact Search for key text

Learn to use

How to start?

You already have

Strategic leverage

Be sensible 1. Don’t scan closed files 2. Or files open for too long 3. Start with new cases

Ethics Issues * Rule 1.1 - Competence * ABA 20/20 - Technology * Engagement letter

Engagement Letter * You’ll scan all paper to PDF * You’ll destroy all paper (shred) * You’ll provide digital files * You’ll keep files for x years * PDF copy of letter is valid

What you need… * Scanner (dedicated) * PDF software (Adobe) * File Mgt system * Consultant? Not at first

ScanSnap iX500

PDF Software

Free $$$

PDF Training

$9.95 $40.00

File Management Crown v. Royal

01 Pleadings 02 Correspondence 03 Documents

Simple File Naming 2005-12-25 F. Snowman Christmas Photo!2007-09-15 Solaris Proposal RFP!2007-11-21 Mockups from Solaris Proposal!2008-01-08 J. Jones ltr F. Snow re contract!2012-03-12 Jupiter Project Pro Forma!

Simple File Naming [date] + [description]

Date = [year] + [month] + [day] 2008 01 08

Simple File Naming

Cloud Storage

Momentum Builders Email management skills!

Mobile lawyering skills!

Web-based faxing!Digital signatures !

Final Thoughts

Free Email Course

Thank You!

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PAPERLESS IN CLIO

84

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File Formats in Clio

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Email Integration in Clio

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Email Integration in Clio

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ScanSnap Integration

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ScanSnap Integration

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ScanSnap Integration

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File Templates in Clio

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File Management in Clio

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File Search in Clio

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File Sharing in Clio

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File Sharing in Clio

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File Management by Clients

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File Management by Clients

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E-Signing in Clio

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E-Signing in Clio

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QUESTIONS

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Thank You

Joshua Lenon joshua@goclio.com @JoshuaLenon Linkedin.com/in/joshualenon