Records Management - the basics, by Diane L. Drain

(1) Work with all your end users to determine how the paper and information flows. 
(2) Create a team or teams assigned to each distinct type of information.  Assign them the responsibility of determining the information that must be accessed, how it should be accessed and by whom. 
(3) Bring the teams together and merge their ideas - lots of brainstorming.  The more work that is dedicated to this process the less time and frustration to editing the systems at a later date.
(4) Now that you know what you want to automate and how, find out what software is available which does not require over-customization.  First look at the software you have in office.  Many small firms already have something that will work without the need to recreate the wheel.
(5) Even if you do not expect to automate your documents this year - plan for it in the processes that you design for the flow of paperwork.
(6)  To image or not?  Assign one person or team to determine the need for imaging.  The equation needs to include the amount of time spent trying to find lost or missing documents.  Is your court moving toward electronic filing?  Does anyone in the office need to access information out of the office (include clients)? 
(7)  Decide whether all information flowing in and out of the office will be stored electronically.  Make sure to address all mail, faxes and e-mails.  
(8) Do not try to do everything at once.  Make a plan for slow, but steady, introduction of document management.  There will be a few holdouts, but properly organized this new process will survive and flourish.