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whether received or produced by the firm, would be stored electronically in the DMS only. With the exception of official documents, paper copies would not be maintained. As mentioned in my previous article, DMS software makes it easier for users to search for and retrieve documents, thus making it less important to keep paper files. Prior to imple- mentation, we spoke with several other law firms using a DMS and found many of them were still keeping paper copies of all new documents. In our view, one of the main advantages to having a DMS was the cost savings associated with reduc- ing or eliminating paper files. Our DMS committee decided all new documents would be stored only in electronic format and no paper copies would be maintained. Consequently, any new files opened will be entirely electronic. We anticipate that working with electronic files will be one of the most dif- ficult adjustments for our firm members, but the long-term benefits will outweigh any short-term challenges. 6. Recognize the difference between legacy files and new files The DMS committee decided against scanning the docu- ments in currently active files into the DMS. If we did this, we could become an almost completely paperless office. However, in order to maintain a properly organized file with easily retrievable documents, each document would have to be individually scanned and saved into the DMS. Nobody can afford the time to do this for the thousands of active files. We also felt outsourcing this task to a third party would be too costly. As a result, we now have two different types of DMS files: new files opened after the DMS software went live that are stored entirely in electronic format; and files already active when the DMS went live and have not only the previ- ous paper documents but also electronic documents gener- ated after the DMS went live. 7. Profile documents using a core set of DMS document types We customized the DMS software so when users profile documents they can only select from a limited number of TechWatch Use Your Voice to Get More Done Over 1,300 fi rms with more than 130,000 users worldwide are using their voice to 'Get More Done' with BigHand's voice productivity and digital dictation solution. And it just got even better. BigHand Version 4.0 takes digital dictation to a whole new level, helping transform the way fi rms work, delivering a quick return on investment and revolutionizing attorney mobile productivity. Learn more on April 20th. Attend a webinar, register at: pages.bighand.com/web ghand_CL_Apr_11.indd 1 3/16/11 4:13:28 PM Looseleaf (2 Volumes)$329Subscription updates invoiced as issued (1-2/yr) P/C 0486030000ISBN 0-88804-380-5 42 Visit canadalawbook.ca or call 1.800.565.6967 for a 30-day no-risk evaluation Prices subject to change without notice, to applicable taxes and shipping & handling. CANADA LAW BOOK® document types. As mentioned in my previous article, when a user commits a document to the DMS, the user needs to profile the document according to several predetermined properties such as document type and name. After the docu- ment is committed to the DMS, others can search for it by requesting documents matching one or more of these properties. During our consultations with other law firms, we found one common source of dissatisfaction with their DMS was there were too many document types. Some large, full- service firms have hundreds of document types on their DMS. However, when profiling a document, users would rather minimize the amount of time it takes to determine which they should choose out of these hundreds of options. Fortunately, our firm's practice is restricted to intellectual property, which means we handle fewer kinds of documents. A subcommittee developed a system where users can profile documents according to 25 to 30 document types. My next article will discuss some of the specific challenges we have faced during implementation of the DMS software. Jason Leung practises intellectual property law and is the direc- tor of knowledge management at Ridout & Maybee LLP in Toronto. He can be contacted at jleung@ridoutmaybee.com. The Oatley-McLeish Guide to Personal Injury Practice in Motor Vehicle Cases Roger G. Oatley, John McLeish and contributing authors Find out from today's top personal injury experts how to attain the fairest compensation for your client's injury with this insightful resource. This resource provides all the essential step-by-step guidance you need to effectively manage the complexities of Ontario's no-fault insurance system. www.CANADIAN Lawyermag.com A PRIL 2011 21 ersonalInjury_CLB_CL_Apr_11.indd 1 3/16/11 3:09:37 PM