Kimberley Hoff 28-Sep 2012 PAR115 Portfolio #4 TO: Office Manager FROM: Kim Hoff DATE: 28/09/2012 SUBJECT:

Paperless Office Pro and Con Presenting a stark contrast to the overflowing rows of filing cabinets of yesteryear, the paperless office is the new goal in up-and-coming law firms. The goal isto the greatest extent possible--for documents and data to be born digital and stored, shared, edited, and submitted in electronic form. Like every major paradigm shift, the paperless revolution comes with powerful advantages but also potential pitfalls and drawbacks. In order to assist our firm in handling the transition to the paperless office as smoothly as possible, I have compiled a summary of the primary pros and cons of digitization, as well as a list of major security risks and countermeasures the firm should be aware of. The primary advantages of office digitization are increased efficiency and flexibility of office staff, decreased space requirements for storage of documents, and drastically increased mobility and access. Creating documents via word processing, spreadsheet, or other office software is much easier and less time-consuming than via typewriter, especially for formulaic documents such as basic pleadings. The reduction in routine transcription and filing frees up staff time for higher-order tasks such as client relations management and reduces the need for specialized clerical or editorial skills1. Storing documents on office file servers instead of in physical filing cabinets allows more than one person to view or even edit a document at the same time, reduces time spent retrieving documents from storage, and can contain more information in one hard drive than an entire room of filing cabinetsthe reduction in use of paper is also a major environmental benefit and can be beneficial to office supply budgets2. With Internet and wireless technology, documents on an office file server can also be accessed by practice staff in branch offices or in the field as easily as if they were in the main office, allowing work to be carried out from remote sites and at virtually any hour of the day3. However, the paperless office also comes with significant potential drawbacks. Achieving and maintaining true born digital documents requires staff to be well-versed in the use of computing technology, a skill that many older workers struggle to master. Training to bring everyone up to speed may require a significant investment of time and capital. A significant investment may also be required
1

Port, Larry. A Story About An Attorney, Legal Software, and the Cloud, Law Practice Today, May 2012. http://www.americanbar.org/publications/law_practice_today_home/law_practice_today_archive/may12/astory-about-an-attorney-legal-software-and-the-cloud.html 2 Best, Stephen J. Document Management: Finding It in the Cloud, Law Practice Today, May 2012. http://www.americanbar.org/publications/law_practice_today_home/law_practice_today_archive/may12/docum ent-management-finding-it-in-the-cloud.html 3 Nelson, Barbara. The Mobility Choice, Law Practice Today, July 2012. http://www.americanbar.org/publications/law_practice_today_home/law_practice_today_archive/july12/themobility-choice.html

to update or upgrade office technology to achieve mutual compatibility and provide sufficient speed and storage2. Use of mobile technology to work from remote locations or at non-traditional hours may expand into being at work at all times2. Optimal risk management for physical files is currently well understood but is still emerging for digital technology, so a major disaster like a prolonged electrical outage may endanger the firms data. Mobile technology relies on public networks that may or may not provide adequate security for their users and mobile devices themselves may move information outside the boundaries of the firms control4. There are several security threats such as malware, viruses, and hackers that are specific to computer technology and must be pre-emptively dealt with to avoid the release of sensitive client and firm data5. There are, however, simple steps that, if established as routine measures throughout the office, greatly increase security for information in digital form and allow attorneys to meet their ABA ethical obligations of competence and confidentiality6. Installing virus detection software on all devices and running (and updating!) it at least once a week is a good defense against viruses, and never downloading a program from a source you do not know is trustworthy or opening an attachment from a sender you do not know (or cannot confirm) are both effective measures against malware4. Installing firewall software and securing all wireless networks with passwords are measures to take against hackers. Knowing how to securely delete data from your mobile devices and doing so regularly can prevent such devices from becoming major security threats3. Establishing firm-wide guidelines on how people, policy and procedures, and technology must be managed to ensure security is a first step6. In conclusion, while the transition towards a paperless legal office presents significant challenges and security risks that must be managed, I feel that those do not outweigh the potential benefits of staying technologically current and wholeheartedly support adopting this paradigm for our daily operations.

Nelson, Sharon D. and John W. Simek. Securely Deleting Data from Mobile Devices, Law Practice Today, July 2012. http://www.americanbar.org/publications/law_practice_today_home/law_practice_today_archive/july12/securel y-deleting-data-from-mobile-devices.html 5 Simon, Brent. Tech Tips for Your New Year, The Docket, December 2007. http://www.denbar.org/docket/doc_articles.cfm?ArticleID=5378 6 Ries, David G. Cybersecurity for Attorneys: Understanding the Ethical Obligations, Law Practice Today, March 2012. http://www.americanbar.org/publications/law_practice_today_home/law_practice_today_archive/march12/cybe r-security-for-attorneys-understanding-the-ethical-obligations.html