2. Document Production and Storage

EP Drafting Software

Estate planning drafting software is strongly recommended when you are starting out.  In essence, the form is build for you based on the answers to questions the software asks you by clicking through the options and entering client data such as names, relation, addresses, etc. (typically this process is called “interview”). It can also be very helpful if you are trying your hand at a new technique, new type of document, or just looking for updates to your existing forms.  Drafting software cost would typically include an annual (or even more frequent) updates, so that the forms will adapt to updates in laws and often have built-in CLEs on those updates.  

Most drafting software options are either cloud-based on server-based.  Server option means that you install the software on you computer, and any updates would have to be separately downloaded and installed.  Cloud-based option means that you interface with the provider’s server when you generate the documents through an interview.  Cloud-based is very convenient because the updates are automatic, e.g. whenever you are working with software, you are working with the most recent version.  Server-based option is great if you are likely to not always have internet connection (your documents are generated on the local computer from the preloaded software package).  But because it is typically installed locally, it is not a great option if you working from several different work stations.  

Drafting Software Options (Typically you are using only one of the below options) 

• Interactive Legal
• Wealth Counsel
• Foretrust
• Lawgic
• Formbuilder
• LawyersWithPurpose 
• Counsel Pro
• Beyond Counsel

Typical cost: $1,000-$6,000/per year 

Editing Software

• MS Word 
• WordPerfect (some users claim it to be a superior option, but be prepared for a steep learning curve)
• Adobe Pro (includes e-signature option) $10-15/mo
• Multi-document search and replace tools, e.g., Office Words
• HotDocsAssembly (can be used as standalone and may be required for some of Drafting Software solutions but typically included in total cost of your drafting solution)

Digital vs. Physical Document Storage

In the age of digital, do you have to keep physical paper files?

The good news is that the days of law firm storage rooms packed with banker’s boxes filled with old client files are largely gone. Digital storage is effective, convenient, and here to stay.

Personally, I want to strongly encourage you to transition to as digital of a practice as possible. This alone will do miracles for your quality of life. It will allow you to pull up documents on the go and be flexible where you can effectively work from. Saving all documents (drafts, finals, signed copies, attorney’s notes, ancillary documents) can all be managed by setting up subfolders in a client main folder.  You can then share specific folders with clients (where they can access their signed copies of documents at any time without having to contact you and ask for a copy).  

For you digital storage, my recommendation is for cloud-based options. You can certainly store your data on a local private server, but this option is a little heavier in terms of computer and network literacy that is required to do this well. One main concern is that a local private server needs to be regularly backed up (at least daily).

Of course, you may choose to keep physical paper files, but my recommendation is that you keep them only to the extent necessary. Once that need passes, convert them to digital and shred the paper version. An obvious exception to shredding the paper file are your clients’ original signed EP documents (if your client decided to store those documents with you). Other than that, most of the time there is no need to store any paper files once the case has concluded. 

Digital File Storage Options

• Dropbox
• Box.com 
• Google Suite
• OneDrive
• iManage (this is not an appropriate solution for a solo or small team, as it is an enterprise grade solution and includes significant cost of approximately $15,000 or higher annually, however, this would cover a team of 25 users and at full team capacity costs would be around $50 a month per user)
• Private server (not recommended unless you are prepared to conduct regular backups and will build in redundancy for possible failure)

Other Digital Solutions to Add Something Extra  

• Electronic Fax ($5-10/mo) Whoever came up with this is a genius!
• E-Notarization ($50 per occurrence)
• E-recording (deeds, death certificates, affidavits) ($4-10 per occurrence)
• Adobe Pro (includes e-signature option) or another PDF editing option.  My personal philosophy: unless it MUST be a wet signature (i.e. required for document validity), try to use digital signatures as much as possible.  It saves you time to print, scan and save the document. Major convenience at a low price point ($10-15/mo)