Thursday, August 02, 2012

A Paperless Office

I am a big champion of the concept of a paperless office - a world where the is no necessity to use paper and pen every time something needs to be recorded on a file.

Over the past few years I have been using a laptop to attempt to work without paper when I am out and about at the Magistrates Court and Crown Court. A Court environment is easy to cope with a computer and the majority of the Courts that I visit are equipped with wifi networks. Working on a paperless basis has always been a problem when it comes to working in other environments such as Police Stations or Prisons.

A major problem with working in a paperless way is getting people to sign documents that have only just been generated, such as statements, proofs, and most importantly legal aid applications.

Prisons and Police Stations are now becoming more tolerant of computers and over the next few weeks I am going to attempt to work without paper when I am out and about. I have acquired an iPad and have managed to work out how to get a Client to use the touch screen interface of the iPad to sign a document with an image of their usual signature.

I am hoping that my life can be simplified without the need to constantly record information in paper.

The only downside to my paperless working concept is that for audit purposes all the computer records that I generate have to be printed off and kept on a file!

47 comments:

Matthew Claughton said...

I, too, am championing the idea of a paperless office. I've equipped my office with an iPad for meetings and such (I have the same signature dreams as you) and I've also created a rather nice filing system on my computer for PDF files which will certainly ease the burden of trying to locate a particular file!

Mike farrell-deveau said...

Very admirable practice, one of the worst aspects of legal offices is the amount of paper generation, and as Matthew says the ability to quickly locate files and documents in a digital filing system are so much more beneficial than having to root through filing cabinets in some basement, not just in terms of time, but also in terms of job efficiency, cost and environmental impact. Now all you need to do is petition the auditors to accept digital copies of files, there is no true logical reason they should not do so provided the material you give them meets their requirements in everything but the physical format.

V said...

Nice concept, I am hoping to implement the concept of going paperless sin my office and hope it works out, we are going to use on e fantastic paperless processing service for most of the things, so everything should be automated in no time.

criminal solicitors sydney said...

Such a nice article about paperless working in court.But now a days computers and printers use will increase so in courts and police station use computer work.

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Anonymous said...

I've got two v large boxes of junk mail collected over two yrs, I reckon there's around a weeks work sifting through it all.
It may be important, it may not be, can I send a bill to all these Pizza companies and junk mail companies for having to process their letters, banks seem to charge a processing fee, why can't the public.
If we could, it might reduce the junk mail mountain by a couple of million tons per year.

Ade said...

There needs to be an opt in law, where you must be emailed or Txt'd documents, receipts.
Only receiving a paper copy if you specifically request one.
Example, All your gas and electricity bills can be emailed, with a confirmatory txt.
At Tescos, your Iphone scans in your receipt at the Till.
or you give then an email address or mobile no for your receipt, or you can opt for a paper copy if you wish.
It could be done, the technology already exists.

not guilty said...

I truly like to reading your post. Thank you so much for taking the time to share such a nice information.

Document Scanning Specialists said...

Your goals and passion for a paperless office is quite wonderful. Thank you for giving readers the benefits of having such.

SolicitorCL said...

I also rarely use paper. But for written agreements paper is still needed. An important document needs physical presence.

Criminal Solicitors Bristol said...

I have been trying to get our law firm to go paperless for years but I meet constant resistance.

Derby Lawyers said...

Change is one of the most difficult things to experience in any office. Hope you managed it without too many problems!

jennyfer john said...

What is paperless office? Read about paperless office solutions and benefits. Tips on what document management software or what OCR software here to choose.

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Only imagined i'd personally review along with declare design, does anyone rule the idea on your own? Seems to be wonderful.
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Willimsons Solcitors said...

Paperless offices have to be the way forward, especially with the advent of cloud storage such as Dropbox and collaborating on Google Docs. Let us hope!

London Notary said...

Has anyone actually achieved a paperless office yet. It's a non starter at our place.

Feltham said...

This would be a dream for me, I am swimming in paper.

Chalet Rental Devon said...

Seems a good idea but I don't think it will happen in Law Firms.

notary public slough said...

This is a good blog, how about some newer articles?

Family Solicitors Sheffield said...

We have actually achieved this - largely. I would say that we have cut paper usage by 75% - mainly due to emailing of invoices, etc

Maidenhead Notary said...

Solicitors love paper. They must do, they charge by the letter.

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Notary Public London said...

This would be great, not only for the people involved, but also for the environment.

Jennifer said...

We should avoid wasting paper but an important document needs physical presence.

Esther said...

I have to agree with Jennifer. Some documents need to be in physical format.

Steven said...

I too agree with Jennifer. We do need to retain some paper documents and not to rely too heavily on technology.

Simon said...

digital retention can fail. Paper is reliable.

Notary Public in Harrow said...

great article

Curtis Pilon said...

I totally agree with you with the perks of having a paperless offfice. Although there are some concerns when it comes to securing files in a paperless environment, especially in your setting within the courthouses. Data theft and data espionage is a real threat to sensitive documents, and I think proper protection and security must be enacted, should there be a complete turnover to a paperless work environment.

Curtis Pilon @ SpectrumInformation.com

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Notary Public Camden said...

great article. very helpful

Jennifer said...

Interesting idea, I think it will take a long time for all firms to follow. The legal profession is very attached to paper.

process server burnley said...

I doubt my role will ever be paperless. Serving an injunction via a tablet device. No only the expense issue, but people would be hoping to get served, just for the free ipad.

Zara Thomson said...

Nice article!

Mohammed said...

great article

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Legal Aid Solicitor said...

This will never happen. Nice article though

No win no fee claims rotherham said...

Great idea, but it will not happen anytime soon.

A Kumar said...

thank you for sharing info. ".

Criminal Matters Advocate

find a notary said...

I dont think this is likely to happen

Bill Stewart said...

I have always found this job very interesting. I would like to know more about it. how long have you been doing this?
Bill | http://www.dallchinsolicitor.com.au

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