Going paperless does not happen overnight. It is a journey towards a more sustainable business practice. More than doing something good for the environment, it also minimizes costs, improves productivity, and boosts profitability, among other benefits. In this article, we’ll talk about some things that law firms can do as it gears towards being a paperless organization.
- Use Law Practice Management Software
With law practice management software, such as RocketMatter, a lot of paper-based processes will be completed online. For instance, it automates the electronic issuance of invoices. In turn, it makes payments more convenient for the client while also avoiding delays. More so, the right software also digitizes documents, making them accessible anytime and anywhere. This promotes a more collaborative environment.
- Create a System for Digital Documents
For a painless transition to a paperless law firm, you need a system for the effective management of digital documents. Otherwise, they will be all over the place and difficult to access. The most important is to have a consistent naming convention. This will allow people to search for files easily. It is a great way to save time and effort when there is a need to go through thousands of documents.
- Shred Paper Documents
Do not just throw away your paper documents. They can contain sensitive information, which can harm both the firm and its customers. Make sure to shred these documents so that they do not end up in the wrong hands.
- Build a Client Portal
By having a client portal, it is easier and quicker to communicate with clients. While you can send emails, they travel through servers and can be prone to hacks. With a secure portal, on the other hand, it is easier to minimize the vulnerabilities. More so, it provides an opportunity to build a more dynamic relationship with the client.
- Introduce Digital Note Taking
Gone were the days when pen and paper are the must-haves when it comes to note taking. We are living in a modern era when taking notes can be done digitally. You can use different apps that can automatically convert your notes to different formats, such as a PDF or Word file.
- Emphasize Cybersecurity
Data breaches can happen as a result of negligence as a law firm becomes paperless. Without a robust approach, cybercriminals can access crucial information that can compromise an organization and its client. Therefore, it is important to have state-of-the-art security measures in place. From strong passwords to multi factor authentication, consider the different ways to secure digital information to avoid cyberattacks.
From using law practice management software to emphasizing cybersecurity, take note of the things mentioned above for building a paperless law office. This is a gradual process with plenty of benefits. Now is the time to take a small step! Start by having a paper-light approach and work your way towards being paperless.