I have considered gping fully digital for the past two years now. I have allowed three primary concerns to stop me. There are (1) Training staff to the new processes, computer skills, and file organization necesary to go digital, (2) Catching up all the fully paper files in the office already, and (3) Personal uncertainty about the software and hardware necessary and available for such a transition.
I have decided now, though, that this is definitely the way to go. I can use the information much bette once I have it in a digital format, and I can learn as I go to make better and better use of the informmation.
STEP ONE will be to review the use of the multi-feed scanners I have and the software with them. I need to make sure that I understand the software and hardware well enough to use it. Then, I will have to devise a filing sysytem for each of my files that makes sense for my staff and myself and that makes the information the most useful it can be.
STEP TWO will be to plan the location and use of the scanners in the office and devise how, when and who will perform the bulk of the incoming and outgoing scanning. This will require an office location at a computer station or two, space for working with the paper associated with the scanning, some posters depicting the processes and perhaps the file=trees, and ergonomic considerations.
STEP THREE will be fine-tuning the hardware and software with the assistance of my computer guru, Frank. We will need to make sure that everything works correctky before expecting the staff to begin using the system. I will have to make the file-tree system at this point, too.
STEP FOUR will be to devise a day-long, hands-on training seminar for my staff. They will need to learn the basics of the hardware and software. They will need to perform the tasks hands-on, and they will require a LOT of repitition. Everything will have to be completely ready to go before we get to this point. I will have to know this system inside and out before the training seminar. The seminar will have to be followed up with hands-on training sessions for the next week or two to insure that everyone is understanding the system and is processing information in the same way.
STEP five will be using the system on all our files on a daily basis. This will begin with the application of STEP FOUR.
STEP SIX will be catching up all the paper files we are currently working with. This will require staff members to devote time to scanning and storing information in mass quantities which will have the added benefit of supporting their recent training.
STEP SEVEN will be the point when all of our old files are digitized, and our new files are opened as digital. At this point, we can begin to make superior use of the digital format, including electronic document and exhibit preparation, files on CD or DVD for travel to court, off-site access to all digital information, picture storage, email sharing, etc . . . the sky is the limit.
STEP EIGHT will be the crowning achievment of trial and hearing preparation through the digital formats, searching adobe text-in-picture documents through OCR technology, and use of temporary web pages and presentations software productions.
