Bailey & Galyen’s Pharmaceutical Department is Paperless

by Robert Schwartz

“Paperless” describes how files, documents and data are maintained and managed. Bailey & Galyen’s Pharmaceutical Department is paperless, and it has been paperless for over 6 years. We make every effort not to send or receive paper or “hard” copy documents. When we do receive paper copies, they are immediately scanned and stored electronically in the appropriate file in Bailey & Galyen’s data and document management program. When we request medical and pharmacy records, we ask that they be provided electronically, on CD. When we file papers with the courts, they are filed electronically by sending the court a scanned or electronic copy of the document. When we receive documents from the pharmaceutical companies’ lawyers, we receive them electronically on a CD or by e-mail.

To maintain and manage all documents and files electronically, many concerns such as those below had to be addressed and resolved:

Concern 1: I will lose my electronic data & information

  • Bailey & Galyen has the electronic data and information saved and protected by a 6 year-tested and proven multiple back-up system
  • Electronic data will not be lost without operator error
  • Even if operator error causes electronic data to be lost, it can be restored

Concern 2: I will not be able to find my data

  • Consistency throughout Bailey & Galyen as is done with hard copy files works with electronic storage
  • All documents and information regarding a file are saved in Bailey & Galyen’s data and document management program
  • Consistency is key. The Pharmaceutical Department always uses the system developed and used by Bailey & Galyen for naming files and documents, and storing them in the correct place in the data and document management program.
  • ? Electronic MS Word files are uniformly set up

Concern 3: I will not be able to see a document if I cannot hold a hard copy

  • The Pharmaceutical Department team has trained themselves to look at documents on the computer
  • The Pharmaceutical Department team has learned to highlight ADOBE documents on the computer
  • The Pharmaceutical Department team makes sure scanning documents is done carefully and that we have good, complete images of the scanned documents before the original is destroyed

Concern 4: I will not need the original documents

  • In most instances, scanning in color will suffice. Again, small hard copy files can be maintained for original signatures and documents that must be used in their original format. All documents that do not need to be maintained in hard copy are shredded.

Concern 5: I will not feel safe and comfortable destroying hard copies

  • Bailey & Galyen has a multiple level back-up system for the Pharmaceutical Department’s paperless operation. That system has worked flawlessly. There is absolutely no need to keep hard copies of documents that are properly scanned and saved in Bailey & Glayen’s data and document management program.
  • ? Bailey & Galyen has a 4 tier back-up system in place for its data and document management program data and a 5 tier back-up system in place for all other electronic data (i.e. Electronic WP files). Bailey & Galyen does not need to have a complete hard copy file and the complete electronic file. When documents are scanned, they must be checked to make sure they imaged well, and they must be saved to the correct data and document management program or MS Word file. Again, if a document can’t be found after it is saved to a file or if it was saved to the wrong file, our IT department will find it!

Concern 6: I will not have notes, documents and pleadings for meetings, court and depositions

  • Paperless does not mean no paper copies, ever; the lawyers do take hard copies of notes, documents and pleadings to meetings, court and depositions.
  • After the meeting, court appearance or depositions, those hard copies are scanned in a single file for later reference or use
  • We often create an electronic file of the notes, documents and pleadings the attorney will need at the meeting, hearing and depositions. We copy it to a “jump drive” for use during the same or when traveling. If something is needed, you can print if from the jump drive.

Paperless saves on our clients’ case expenses, make us more green and more efficient!

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