Despite the improvements technology has made in our lives, lawyers are still pursuing that elusive paperless office.

A panel I recently participated in during the New Jersey State Bar Association annual meeting noted that while we’ll never eliminate paper, there are ways to reduce the amount handled and stored.

First, you need the right equipment: a scanner to convert paper documents to digital files and sufficient server space for these digital versions. Scanners can range from small portable units and desktop versions to those included in large-capacity, high-speed digital copiers. These scanners serve different purposes and can be used interchangeably. For example, portable scanners are ideal for staffers who handle small amounts of paper; a higher capacity scanner with a large document feeder would be better for those handling litigation documents.

Firms in the market for a new copier should consider including the scanning option to allow for easy, network-access document scanning. The additional cost is usually negligible while the firm benefits from being able to scan incoming documents quickly and easily. Also consider the type and quantity of paper to be scanned. You would want a different scanner for handling reams of litigation documents than one suited for scanning daily correspondence.

Ironically, many firms are incorporating scanning into their practice by purchasing digital copiers that serve as scanners, printers and copiers — able to print larger quantities of paper than their predecessors.

There are a number of accessories to help manage the electronic versions of your firm’s paper. A large (in terms of storage space, not physical size) external hard drive is useful for making copies of files that must be accessed off-premise. A small USB hard drive (commonly known as a thumb drive because it’s usually less than the size of an adult thumb) also can be an easy way to transport digital files instead of printing them. Of course, both options assume there’ll be a computer at your destination to view the files.

What format?

A scanned document can be saved as an image or converted to text. The two most common image formats are Tiff and PDF. Tiff files usually are smaller and are the main format for electronic versions of fax transmissions. PDF (portable document format) results in a file that can be viewed by Adobe Acrobat. To effectively create or edit PDF documents, the full Adobe Acrobat software should be purchased unless it comes with the scanner. While Adobe Reader software is free, the Standard or Professional versions cost about $300. Before shopping, visit Adobe’s website to determine which version best suits your needs. There also is interesting information on the website about using its products in a law office. Both versions include the ability to convert a document from an image to text. While some edits are still needed, the recognition software has improved over the years. If you use some other tips included in this article — such as using e-mail rather than paper — your need for converting incoming documents into text should be greatly reduced.

Recent versions of practice management and billing programs have incorporated more use of PDF. For example, you can print bills directly into a PDF format in all the latest versions of timekeeping and billing programs. This can dramatically improve access to case-related files without resorting to physical files.

E-mail

OK, so you have the hardware and software, and you want to take additional steps to help the environment, save money and reduce the volume of paper. What else can you do?

You’ll see immediate improvement by smarter use of e-mail. Sharing information and files electronically with outside contacts can save paper, postage and handling time. Using a case management or document management system to track e-mail messages and associate them and their attachments with their case files can ensure that e-mail is easily located and shared within the office.

Consider implementing a policy addressing a situation in which someone outside the firm sends the same attachment to several people within the firm. Only one recipient should save the attachment to the network so that multiple copies of the same document don’t consume hard-drive space. Similarly, discourage the use of e-mail for collaborating on firm-generated documents. If the file is already on the server, does it need to be attached to intra-office e-mail? Wouldn’t it be easier to just notify message recipients where the file is located?

E-filing is finally coming, so it’s time to learn how to manage court filings electronically. While the requirements for New Jersey courts seem convoluted and unnecessarily complicated, especially when compared to federal courts, it’s still a step forward. See www.judiciary.state.nj.us/jefis/index.htm for details.

Billing systems

One of my pet peeves is lawyers’ failure to enter their time records directly into billing programs as they perform the work. Most billing vendors have easy data-entry screens. The amount of paper connected with billing systems is another area where big improvements toward becoming paperless can be implemented. Writing time entries on paper, only to be retyped by another staffer and printed so they can be checked, waste time and paper. Contemporaneous time records ensure they’re more accurate and can be checked on the computer rather than printed.

Many billing vendors are laying the groundwork for a more paperless billing process. Timeslips’ Billing Assistant and Billing Matters’ Bill Flow Manager go a long way toward eliminating the need to print multiple versions of billing data. These programs, as well as most of their competitors’, now offer tools so bills can be sent as PDF e-mail attachments rather than paper bills via mail.

A practice management system can reduce paper by having a shared computer-based calendar, contact list and more. Instead of writing and printing “memos to file” about case developments, you can use the note features of a case management system to share that information with attorneys and staff. These programs also include the ability to track telephone conversations. Switching from paper phone records to online messages saves paper and allows easier location of recently called numbers or notes about conversations.

Years ago, I had to print my contact list and calendar to carry with me. Switching to a Palm Treo or Blackberry allows me instant access to my contacts and appointments without printing them.

While we’ll continue to have paper files, scanning important documents can reduce the amount of paper in closed files and stored in warehouses. Lawyers must keep client documents for extended periods, which, unfortunately, complicates the ability to scan and eliminate the paper versions. Opinion 701, for example, requires that documents or records that are the “property of the client” be retained with reasonable care.

While we’ll never truly be paperless, there are many small steps to take that will reduce the amount of paper created and stored.

Carol L. Schlein is president of Law Office Systems in Montclair, a training and consulting firm specializing in law firm automation. Copies of previous columns are on her company website, www.losinc.com. For information about her quarterly meetings for Time Matters users, check the website or e-mail info@losinc.com. Schlein formerly chaired the Computer and Technology Division of the ABA Law Practice Management Section.

Questions for Carol L. Schlein on law office technology may be faxed to New Jersey Lawyer at (732) 650-7010, e-mailed to news@njlnews.com or mailed to “Law Technology Questions,” New Jersey Lawyer, Edison Square, 2035 Lincoln Highway, Suite 3005, Edison, N.J. 08817.