The dream of the paperless office has been around for a long time, but it still remains elusive, says Ian Wimbush, chairman of the Legal Software Suppliers Association. Is the paperless office a realistic goal for law firms?
The theory behind the paperless office is that office automation will make paper redundant for routine tasks. Although the widespread adoption of personal computers has made this goal more achievable, it has yet to become reality for most offices.
This model could theoretically lead to significant cost savings, less clutter, easier information sharing, increased productivity and reduced environmental impact. But, for law firms in particular, is this vision of the paperless office really achievable?
Running a completely paperless office is perhaps unrealistic for the foreseeable future, but firms can certainly reduce the amount of paper that they are holding and storing by adopting some simple and cost-effective technologies.
Some firms remain sceptical of these new developments, but the Legal Software Suppliers Association (LSSA) is confident that its members' products can keep data both secure and accessible as the trend towards electronic data grows.
Paperless in practice
The LSSA is already working with a number of law firms that can see the benefits of this shift towards electronic data. Manchester-based Licensing Legal Solicitors provides a good example: the firm, which deals with liquor, entertainment and gambling licensing and regulatory issues for the hospitality industry, has already taken some steps towards the paperless ideal. It has created a secure web-based storage system for PDF licences, which its clients can view and print at any time.
Despite this kind of innovation, paper may be still sometimes required for compliance with legislation, or because having a hard copy is sometimes preferred: at a company's board meeting, for example.
The benefits of paperless
What is evident, though, is that using a case or document management system allows firms to easily and rapidly catalogue, index and access their files.
Paperless reporting gives many benefits to a firm, including reduced storage requirements, immediate comparison of past accounting periods, months and years, the possibility of secure and encrypted off-site storage of reports to assist with BC&DR planning and remote access to accounting reports for the auditing accountant, significantly reducing audit costs.
Despite common fears about data security, properly managed electronic files tend to be more secure than their printed counterparts, as firms have access to highly effective security options that simply aren't able to protect a stack of papers.
Remote Working
Electronic filing means that lawyers can easily work on a file from home, without the risk of leaving it on the train or having it stolen from a car. Having an electronic file stored securely off-site also provides a complete and immediate disaster recovery plan in the event of a fire or flood at the law firm's offices.
As technology advances and the applications that handle these new methods of working become cheaper and more efficient, it is almost certain that firms will start to adopt them as standard working practices.
About the Legal Software Suppliers Association
The Legal Software Suppliers Association is the UK's industry body for legal systems developers and vendors.
Representing most of the leading UK suppliers, the LSSA sets and maintains professional standards within the legal software industry, and also manages areas of mutual interest between lawyers and software providers. The LSSA is committed to developing clear channels of communication, giving law firms maximum benefit from their selected software solutions.
The Association has set up and actively contributes to a number of different working parties and forums, representing and lobbying on behalf of its members with HM Land Registry, HMRC, PISCES, Court Service and the LSC.