Electronic file • Paper
Electronic file vs. paper file: the advantages for lawyers
A paper file is easy to start and hard to manage: a single copy, no search, no backup. The electronic file solves each of those limits. Below you'll see the electronic file vs. paper file comparison and the concrete advantages for lawyers.
The advantages of the electronic file (short answer)
- You find any document in seconds, by matter, party or keyword.
- Several lawyers work simultaneously on the same matter.
- Backups protect the file against physical loss.
- Access goes through a user account, not the shared cabinet.
- The file is linked to its court deadlines and its fees.
When paper still makes sense
- For original documents that must be filed physically with the court.
- For handwritten signatures required by law on certain documents.
- Even then, a scanned copy goes into the electronic file.
Table: paper file vs. electronic file
Paper file vs. electronic file
| Criterion | Paper file | Electronic file |
|---|---|---|
| Search | Manual, through binders | Instant, by name or keyword |
| Simultaneous access | One lawyer, one file | Several lawyers, in parallel |
| Security | Locked cabinet, no access log | Access through a user account |
| Continuity | Lost if it burns or is misplaced | Backed up, recoverable |
Real example
Example: a firm spent on average 15 minutes finding a document inside a bulky file. After switching to an indexed electronic file, the search dropped below one minute, and two lawyers could prepare the same matter in parallel.
How 4lawyers helps
- An electronic file with the client, parties and attached documents.
- Several team members work on the same matter.
- The file linked to court deadlines and to fee billing.