A lot of firms are convinced that if they do make the change to managing their documents online, their employees will get confused and have difficulty adapting to the new system.
Let us take a moment to ease your worries. To start with, scanning may be a big task, but it's getting easier every day. Now, rather than carefully placing every single document on a scanner, you can simply snap a picture with a smartphone and the software can do the rest.
And yes, it may be true that changing how you store documents will also change how you reference them, but rest assured plenty of other firms, old and new, have already successfully made the change from paper to a digital document management system (DMS) and are now reaping rewards of speed, convenience, and security.
Now that some of the misconceptions are out of the way here are some ways a paperless office can help your team.
1) 'Swinging by the Office' for Paperwork Costs Time and Energy
When everything you do is done in physical paperwork, not having the right form or file with you when you're outside the office can be disastrous. Having to drive across town to 'swing by the office' and pick up the needed paperwork costs valuable time and money. Whether that's paid by your staff or the company, it's still inconvenient and inefficient.
2) No More Back Injuries from Carrying Heavy Boxes
When people think 'law office job', back injuries hardly occur in the same thought, but they happen anyway. Businesses that store their archived files and backup documents in big file boxes subject their employees a surprising amount of medical risk. Hefting these boxes onto and off of shelves and hauling them from office to office has thrown out many a lower back, sprained wrists, and even caused a few nasty falls. Digital documents weigh nothing, so aren't dangerous to move around.
3) Eliminate File Organisation Days
Many companies that deal in paper documents have a few days a year set aside just for file organisation. A time to find misplaced files, make backup copies, and possibly create a more optimised filing system. This results in many paid staff hours spent doing mind-numbingly boring literal paper pushing, something a DMS could do instantly, all the time.
4) Finding a Reference File Goes from 30 Minutes to 10 Seconds
When an employee needs to reference a specific file that could be stored in one of three or four different places, depending on who filed it and what they were thinking, finding it can take a surprising amount of time. With a document management system, an intuitive search system could find their file in seconds, no matter who made it or how it was organised.
5) Tidier Desks, Less Office Supplies, Fewer Paper Cuts
The amount of money, human work hours, and effort that goes into maintaining a paper document system is truly excessive. Desks are covered in inboxes, out boxes, folders, and stacks of paper. Between paper clips, staples, folders, dividers, pens, and boxes, you're spending thousands every year just on paper accessories. A cleaner and less cluttered work space can do wonders for the productivity of your team.
6) Increased Security
Finally, your staff members want to keep private documents secure just as much as the firm as a whole does. With paper documents, this means locking everything away at night and worrying about desk security during the day. With a document management system, you can rely on all the most advanced cloud-based security protocols to keep your documents safe and ensure that curious office visitors can't simply peruse the documents on someone's desk.
Here at LawMaster, we want your document management solution to be convenient not just for your law firm, but every single staff member and client who might work with even a single cloud-hosted file. From quick and easy document scanning to sharing and getting digital signatures, LawMaster has everything your company needs to not only go paperless, but enjoy becoming a digitally organised firm. Book a demo today to see how we can improve your efficiency by at least 30%.