The paperless office movement is growing. Today’s technology makes it faster, easier and less expensive than ever to turn your law firm from what looks like a paper storage warehouse to a sleek, modern organization. Whether your motivation for going paperless is about the saving the environment, saving money or both, every firm can benefit operationally from a paperless culture.
Why Go Paperless?
Because it is the right thing to do for your firm, your overhead and the environment. Eliminating the mountain of paper your firm consumes saves time and money.
Time is saved copying and searching for documents, as they are right at your fingertips. Most law firms spend thousands of dollars each year paying staff to look for files. There are always comes a time when the most important file is missing and work must come to a standstill while everyone searches for it. This is a waste of time and drastically decreases productivity.
Your firm will save money on supplies and technology like copy paper, letterhead, envelopes, exhibit tabs, staples, paperclips pens, postage, copiers, toner, printer, storage boxes and storage units. Going paperless can decrease overhead and/or allow your staff to spend their time (and your money) focusing on more important tasks.
Rather than wasting valuable staff time and overhead costs, your attorneys and assistants can open electronic files saved in your database with a few clicks of a mouse. “Missing” files can be found quickly and easily by searching for them alphabetically, by date, or by word.
While most firms who decide to go paperless set a goal to be completely paper-free, most are not realistically able to attain that. Most start out simply by not printing items in-house, relying on email for communication with clients and opposing counsel and e-filing pleadings. This can usually get firms to a 60 percent paperless status.
To take it a step further, firms invest in a document or case management system to organize files. They only keep hard copies of things like motions, case evaluations, facilitation summaries, and authorizations where original signatures are required. Everything else is scanned and tagged in their computerized firm database. Now the firm is 80 percent paperless.
A 100 percent paper free law office is a rarity. Even so, “paperless” firms’ goals should be to limit the waste of paper and to slow down the consumption of the paper products being used and wasted. They strive to stop buying reams of paper every month and stop paying tens of thousands of dollars in postage, storage, letterhead, exhibit tabs and envelopes.
The Diamond Vault
Besides saving money and trees, The Diamond Vault takes away the hassle of organizing, storing, accessing and searching through files for transcripts, video depositions and exhibits. This seemingly never-ending task can be difficult, frustrating and time-consuming for attorneys and/or support staff, particularly when navigating multiple systems and handling sometimes thousands of documents for a single case.
The Diamond Vault eliminates this operational nightmare though its functionality as a single-source, internet-based transcript repository, which conveniently stores and manages your deposition documents. The secure, HIPAA compliant system allows you to search and review transcripts, video depositions, exhibits and other deposition-related files 24/7 from any internet-connected device. This intuitive, centralized solution streamlines your workload and saves valuable time. Best of all, the repository is free to all Diamond Reporting & Legal Video clients.
Diamond’s repository is easy to navigate and search. The Diamond Vault includes a powerful search engine, so that it is simple to search the entire repository for specific words, names and phrase. You can search through depositions, linked exhibits, transcript annotations or your own calendar by either keyword or phrase. The search function makes locating exactly what you need easier than ever, saving you both time and money.
Our clients love The Diamond Vault because their deposition documents are available anytime and anywhere they need them. They can search and access any information you need 24 hours a day, 7 days a week, 365 days a year. Clients easily find, download, read and annotate deposition transcripts, scanned exhibits and other deposition-related files anytime and anywhere via a secure internet connection.
Once you access the documents, you have complete control of your deposition transcripts. You can view, share and download your transcripts in a variety of formats no matter where you are or what device you are using. You no longer need to wait to receive files.
As an added benefit, you can now search your calendar and schedule a deposition directly from The Diamond Vault. No need to click back and forth through several pages or wait until it is convenient for you to make a call. Just a few pieces of information, and your deposition is scheduled.
All you need to get started is a username and password from Diamond. You can sign up for a Diamond Vault account on the sign up page, call 877-624-3287 to speak with our Vault customer support team or send an email to firstname.lastname@example.org for more information. If you already have a Vault account you can log in here. The Diamond Vault customer support staff is always standing by to help you with any issues you may have when accessing the Vault.