electronic minute books
DESCRIPTION
Presentation to the IndyBar Association on the importance of moving minute books from three ringer binders to an online system.TRANSCRIPT
IndyBar AssociationElectronic Minute Book Maintenance:
New Tools for the Trade (BUS937)
Introduction to the Panel
Jeremy WrightCOO
Two Step Software, Inc.
Isaac WillettAssociate
Baker & Daniels LLP
Jeremy HillPartner
Bingham McHale LLP
• Old Paper Minute Book Process• New Electronic Minute Book
Process • Electronic Minute Book in
Action• Getting Started • Real World Examples• Feel free to ask questions
Today’s Agenda
The Old Paper Minute Book Process
One Decision to Change
• Absent an electronic minute book system, minute books are typically stored in a minute book or individual client files.
• Locating paper minute books can be time consuming for attorneys and staff.
• Finding documents stored in paper minute books can also be time consuming compared to electronically searchable digital records.
The New Electronic Minute Book Process
Store, View, and Report Client’s Information
See An Electronic Minute Book in Action
A Typical Electronic Minute Book
• Finding corporate records stored in an electronic minute book system is as easy as logging onto the system and entering a few search terms.• This is a quick and efficient way to locate corporate documents.• Provides a centralized storage place for executed documents
• Clients can be granted direct access to corporate records stored in an electronic minute book system.
• Automatic generation of annual consents and business entity report reminders.
Where to Start?
1
•Write down why your firm wants to move to electronic minute books
2
•Recruit the key personnel who will work on this project
3
•Determine which documents and data you want to track
4
•Research and find the online system matches your needs
5
•Set a reasonable goal
6
•Outline the process
7
•Review, Review, Review
Lessons Learned
• Successful implementation and consistent use of an electronic minute book system requires well developed internal processes.• Legal staff must champion initial
implementation and be diligent in promoting consistent use.
• Even the best electronic minute book program is useless unless its users commit to developing its content.
Summary
• Old Paper Minute Book Process• Outdated• Does not allow the best service for the client• Prone to mistakes and missing documents
• New Electronic Minute Book Process• Will take work to get started• Will payoff the first time you easily find a
document• Provides clients with the best possible service
Discussion
Isaac M. WillettAssociateBaker & Daniels Call: 317-569-4640Email: [email protected] Web: bakerdaniels.com
Jeremy HillPartnerBingham McHale LLPCall: 317-968-5384Email: [email protected] Web: binghammchale.com
Jeremy Spencer WrightChief Operating OfficerTwo Step Software, Inc. Call: 781-972-5233Email: [email protected] Web: www.twostep.comBlog: blog.twostep.com