In light of inquiries I have received from many of my clients, colleagues and blog readers I've decided to do a post summarizing the technology-oriented model I've adopted for running my law practice, which still seems to be relatively rare in the local legal industry.
When I launched my solo practice about 2 1/2 years ago I had the administrative luxury of starting with a clean slate. I did some research on the office technology that was available and realized that there was a much more efficient and cost-effective way to operate my practice than what I experienced at the law firms where I worked in the past.
The centerpiece of my business model is the "Paper-LESS" approach. The emphasis on "less" indicates that it's essentially impossible for any law practice to be 100% paper-free, but I've come as close to it as possible. My paralegal and I have small high-speed scanners sitting next to our computer monitors and the office policy is that everything (hand-written file notes, old wills, deeds, business cards, etc.) that goes into or out of the office gets scanned and stored into the appropriate "digital file". Then the paper that was scanned is shredded unless it must be kept, which probably laccounts for ess than 5% of the paper that goes through the office.
The result is that I do not have any paper files. All my files are on the computer and each client has a main folder and sub-folders, just like a paper-based system. This means that if I need to look at any document from any client file I can have it on my computer monitor in no more than 5 mouse clicks. And if the client needs a copy of that document I simply attach the document to an e-mail message and it's off to the client in under a minute. Suffice it to say that if you're working with paper files this process takes a LOT longer.
The other benefit is that I have 3 back-up systems which back-up all of my documents every 24 hours. This helps me sleep at night because I know that if the building burns down then my law practice can be up-and-running the next day. But if I had a paper system and the building burned down then I don't see how my business can recover from that.