“The best way to predict the future is to invent it.”
Computer scientist Alan Kay voiced the stirring phrase in 1971. If you know who Kay is and what he has created, you’re probably already an avid proponent of technology, innovation and adaptation.
But this blog isn't about the tech pioneer’s life and achievements; our focus is on his decades-old quote that speaks a truth still valid today in our forward-looking society. Even if you're not inventing, it implies a proactive power that comes with embracing new technology, especially when it aims to solve problems and move people and businesses forward in environmentally responsible, efficient ways.
However, transitioning to new technology can seem daunting, because, as Kay also said, technology is “anything that wasn't around when you were born.” Unfamiliarity can breed doubt and anxiety. But adapting to new ways of doing things can mean greater efficiency and a reduced carbon footprint, as is the case with document digitizing and electronic document storage.
Some of the key benefits for any industry looking to go paperless include greater convenience, increased efficiency, instantaneous retrieval of files, minimized clutter, reduced costs and less waste (e.g. excessive paper usage and used printer ink cartridges).
Particularly paper-rich sectors like the legal industry could greatly increase their bottom lines and efficiency by committing to “paper retention-less” practices, said Scantronix owner Cy Ishakis. (Going completely paperless may not be feasible for firms and court systems that place value in original documents with signatures.) However, to date, Ishakis said there is still too heavy of a reliance on paper that is bogging down the industry.
“There is still a lot of paper (in the legal system). A lot of judges still want physical documents,” Ishakis said. “But more and more judges, as older judges retire, are more computer and technology savvy. They’ll only accept disks.”
Filing cabinets and significant square footage dedicated to storing stacks of old case files are still a reality for law firms. Here is how document digitizing and electronic document storage could help these offices:
- Reduce costs – Rent payments for storage space and budgets for file management with a clerk will be eliminated.
- Promote efficiency – A lawyer can easily locate a particular phrase or paragraph within a 100-page e-document with a keyword search, rather than thumbing through a hard copy. Also, there would be no more time lost from having to locate misplaced or hard-to-find documents.
- Provide easy accessibility – Attorneys on the East Coast who need to share documents with their West Coast office no longer have to pay for postage and shipping costs. Online documents can be viewed instantly by numerous people anywhere in the world with an internet connection.
Ishakis said utilizing an outside document scanning company is preferable to purchasing scanners for a law office for a number of reasons:
- There is no transition period as a records employee learns new technologies.
- Scantronix experts ensure quality scanning and management and will mimic law firms’ current filing systems.
- Cloud storage ensures document safety from natural disasters.
Ishakis recommends that law firms digitize their documents on a case-to-case basis, or even monthly basis, rather than accumulating a year’s worth of documents. Budgeting for the process per case matter keeps offices tidy and is more budget-friendly.
For law firms worried about digitizing and then destroying original copies of signed documents, Scantronix will maintain them for a monthly charge. Scantronix also can send documents that need to be preserved to a storage facility of the law firm’s liking.
Law offices that are still reticent to try document digitizing and electronic document storage can test out the process with five to 10 boxes to see how they like it, Ishakis said.
For more information about Scantronix’ services and how we can seamlessly transition your law office from paper to e-documents with the most affordable pricing available, call us at (212) 400-6484.