Note: While this post will completely automate the setup of a digital filing system, it's written specifically for those of you on Macs. You'll need to use Dropbox or Google Drive (I haven't tested it with Box.net), Clio, and Hazel. That's sounds intense, but it's easy, and the automation is worth it. ----- The first step in operating a paperless office is creating a paperless filing system. After all, if you're going to replace all that paper with digital copies, you need to replace … [Read more...]
AZ Ethics Opinion Approves Online Storage of Client Files
The Arizona State Bar Association has issued an advisory ethics opinion approving of lawyers' use of encrypted online storage services to store client information. See Az. State Bar Op. 09-04 (Dec. 2009). The opinion, however, warns lawyers to keep informed of technological developments: Lawyers providing an online file storage and retrieval system for client access of documents must take reasonable precautions to protect the security and confidentiality of client documents and information. … [Read more...]
Example of paperless workflow involving faxes
The other day I got a fax from my local bar association asking me to confirm by way of a return fax that I would be attending a committee meeting. It would have been more efficient if they had simply asked me to send a response email, but we'll get to that later. The workflow process that I used to respond to the fax illustrates a couple of great features in Acrobat. It also shows how most workflow problems can be handled without any paper whatsoever. The fax from the Louisiana State Bar … [Read more...]
How quickly can you find and process information?
Did you know that according to the Wall St. Journal, 1 hour a day is wasted in most offices looking for missing information? This factoid is something I frequently mention whenever I'm giving a talk about 'going paperless.' Everyone nods their head when I say this, and the expressions of the head-nodders are always one of exasperation. Paper is inherently hard to wrangle and so we lose a lot of information just because we can't find the paper that contains it. But that's only part of the … [Read more...]
Presenting a MindMap with iThoughtsHD
I recently appeared before the New Orleans City Council to argue that food truck vendors should be allowed to operate in the city, addressing various issues such as health concerns, regulatory oversight, parking, zoning, etc. I could have used Powerpoint slides, but instead I decided to use a mindmap. I presented my mindmap using an iPad Mini and an $9.99 app called iThoughtsHD. The presentation went extremely well, and I’m now convinced that presenting from a mindmap on an iPad is a powerful … [Read more...]
Computer Dictation Software vs. Typing
Let's talk about using dictation software. It's not something that a lot of lawyers are using right now, but maybe they should. The few lawyers I know who use it regularly swear by it. I've started experimenting with dictation software and I thought I'd share my observations. I am dictating this entire passage using software called MacSpeech Dictate, which costs about $160 on Amazon (comes with headphone). It runs on the same speech engine as Dragon Naturally Speaking software, which is a … [Read more...]
The Keys to Starting a New Law Firm
Starting a new law firm doesn't require a lot of money. But having a solid game plan is crucial. The best way to develop your game plan is to talk to lawyers who've left their old firms to start solo practices. Recently Legal Talk Network's, Adriana Linares, interviewed St. Louis attorney Michael Downey about the key decisions he made in setting up his new solo practice. Michael helps lawyers charged with legal ethics violations and decided to leave his 200+ law firm to go out on his … [Read more...]
Bates-Stamping PDFs Is Fast, Easy and Inexpensive
Bates numbering has been a staple process for legal professionals for many years now. Originally, Bates numbers were affixed to paper documents using a handheld stamping machine created by the Bates Manufacturing Company. The process was noisy and prone to error: it was easy to miss a page, which then required the stamper to go back and create a special intervening number. The process was noisy and prone to error: it was easy to miss a page, which then required the stamper to go … [Read more...]
Should You Switch To A Mac Computer?
Just because something’s possible with technology doesn’t mean it’s a good idea to do it. You should never make important decisions regarding technology without putting things in proper context first. So, when people ask me if they should switch to a Mac computer, I put things in context first. Otherwise, I’d make the mistake of reflexively saying, “Yes, you absolutely should switch to a Mac computer.” Without proper context, I’d make that recommendation based on (1) my love of Mac … [Read more...]
Automatically Create Subfolders using Clio and Google Drive
A bit over two years ago, I wrote a fairly complicated guide for Clio and Google for Work users that explained the automatic creation of a digital filing system. That process has since been simplified, and no longer requires Hazel and works completely in the cloud. The video is a complete walkthrough, so we recommend you watch that, first. Create a Google Apps Script Start by opening Google Drive and clicking the red New button, hover over More, and select Google Apps Script. Create a script … [Read more...]
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