Paperless Productivity on a Mac
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Ernie Svenson and David Sparks discuss going paperless in their office. They define what it means to be paperless, including having no paper, minimizing paper usage, storing key information digitally, and being able to access information anywhere. Some benefits of going paperless are avoiding lost documents, lower costs, increased speed, improved security, being better for the environment, and lower stress. The document explores various scanning methods and software for capturing and organizing digital documents as well as tips for digital document management, storage, backup, and legal record keeping requirements.
Paperless Productivity on a Mac
- 1. Paperless Mac Ernie Svenson and David Sparks
- 2. Who are These Guys?
- 4. David Sparks
- 5. As you can see, we run a completely paperless office
- 6. What is Paperless? (can you eliminate completely?)
- 8. Four Definitions 1. No Paper 2. Devoid of paper as much as possible 3. Key information stored digitally 4. Ability to work with key information anywhere, anytime
- 9. Information is in here
- 10. Not in here
- 16. It’s Cheaper
- 17. It’s Faster
- 18. It’s Safer
- 20. It Gives You an Advantage
- 21. It Lowers Your Stress Level
- 22. Every piece of paper you see is here for a reason: I haven’t thrown it away yet
- 23. Capture
- 24. Using an Attached Scanner
- 26. ScanSnap Advantages 1. Solid Hardware 2. Duplex 3. OCR 2. Great Software 3. Mac Friendly
- 29. Doxie Go
- 37. Capture with an iPhone
- 38. JotNot
- 43. Naming & Format
- 44. 2012-03-30 -
- 45. Sparks->Cook
- 46. Thanks for iPhone 7
- 47. 2012-03-30 - Sparks->Cook Thanks for iPhone 7
- 48. 01 Pleadings 2009_01_01 Complaint 2009_01_08 Summons 2009_02_15 Return 2009_03_02 Extension req 2009_04_02 Answer 2009_07_17 Motion SJ Def 2009_08_01 Opp by Plntf 2009_10_19 Order grantng
- 50. Demo
- 51. Format
- 53. Smackdown
- 54. Acrobat Widely used Full-featured for lawyers But not cheap
- 55. PDF Pen Cheaper OCR Mac Friendly iCloud
- 56. Preview Fairly robust Free Easy to make digital signatures
- 58. How to create? 1. Scan in signature 2. Erase background 3. Import to Word, Acrobat
- 59. Using Preview
- 60. Preferences...
- 61. Make photocopies of this memo, informing the staff to reduce the use of paper, and distribute it to all of our staff
- 62. Managing Digital Documents
- 63. Nested Folders
- 64. Crown v. Royal 01 Pleadings 02 Correspondence 03 Documents 04 Word Processing 05 Depositions 06 Legal Research 07 Attorney Notes 08 Trial Documents
- 65. Using Hazel
- 67. Demo
- 68. Yep Yep
- 69. DEVONthink
- 70. Evernote
- 71. Tagging Spotlight Comments Open Meta
- 72. Optical Character Recognition (when is it really needed?)
- 73. Performing OCR
- 74. Back Up!
- 75. “No, I’m not backing up our files— I’m just assuming that the F.B.I. is making copies.”
- 80. What about the Paper? (what do you have to keep, & for how long?)
- 81. IRS Publication 583 (& 97-22) regarding recordkeeping Digital is okay Must be legible Must be reliable Must be under your control
- 82. Shredder
- 83. Organic Shredder (Buddy)
- 84. Ethics
- 85. Client Engagement Letter I don’t store paper Will provide CD- ROM if asked I use digital signatures Data Encryption
- 86. Thank you! david@macsparky.com esvenson@gmail.com