The Myrtle Beach Lawyer Goes Digital
After that great guest post on using an open source PBX system, I thought I would share what we’ve been working on. We’ve been working on taking the entire office electronic. It’s time to take the office digital. What does that mean?
- Documents Will be Digital – Everything coming in or going out of the office will be scanned. There’s a number of options we could have gone with. I chose to put a scanner on everyone’s desk. The easier it is to use, the more likely it is to get used. My first choice was a Fujitsu Scan Snap, but that didn’t have a TWAIN or ISIS compliant driver to scan from within case management or document management programs. We decided to go with the Xerox Documate 250. All incoming mail will be scanned, all outgoing mail will be scanned. The entire file will be available on the computer as a pdf.
- PDF’s Will be How We Like Them – Everyone gets a full version of Adobe Acrobat to combine pfs, rearrange pages, or set up chapters, bookmarks and hyperlinks. Picture writing a demand package that talks about medical treatment that has a link to the appropriate page of the medical records.
- Faxes Will be Digital – We are installing a fax server so that anyone can send or receive a fax directly from their desk. I was looking at eFax.com, but you have to use their number and can’t take the number with you if/when you leave. We’ll be setting up a separate fax server.
- Bookkeeping will be Digital – I’m embarassed to admit this, but I’m still writing checks manually and entering the information on a 2002 version of QuickBooks for the accountant. We’ll now be writing the checks on the computer, downloading the monthly statements from the bank to automatically reconcile. We’ll also link the case management program and client expenses, operating account and trust account to automatically generate cost sheets, disbursement statements and preliminary disbursements for the trust account.
- VPN Router to Allow Access to the Network – A Virtual Private Network (VPN). What’s that? It allows access to your local network even when you are not local. It’s similar to GoToMyPC or PCAnywhere and allows you to log on to your network from anywhere. When you’re out of town, you can log in and get your messages. You can work from your home office, your paralegal can work from home when their child is sick. Or….if everything is digital, then an employee can work without being in the office to work on the file.
Having the entire file in a digital format creates a lot of benefits. I’ve got a great staff and we’re ready to take this to the next level.
Dave,
We are using scansnaps at every desk and have been using faxmaker as our fax server. We have had no problem with either. All of this makes checking in on the office from out of town or home very easy.
http://www.gfi.com/faxmaker/
Digital Faxing? I've loved Metro Hi-Speed Fax. I highly recommend.
Steve
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