Standing Committee on
Legal Technology
October 2002 VOL. 10, NO. 1
Statements or expressions of opinion or comments appearing herein are those of the editors or contributors, and not necessarily those of the association or section.
(Notice to librarians: The following issues were published in Volume 9 of this newsletter during the fiscal year ending June 30, 2002: December, No. 1; April, No. 2; May, No. 3.)
Contents
* TechnoLawyer.com: Equipping the small law office for less than $10,000
* The best way to copy styles between documents in Word when using a document management program
TechnoLawyer.com: Equipping the small law office for less than $10,0001
By Jeffrey S. Lisso2
Introduction
Technology is an amazing thing. It's also confusing and expensive. It takes time to figure out what you need, and to earn the money to buy it. But, it takes even more time and money to replace what you bought when it won't do what you need.
In this article, I hope to explain how a small or solo law office can effectively use technology at a reasonable price. In other words, you can profit from my mistakes.
A couple of caveats. First, my opinions are based on my practice, my knowledge, and my use of technology. I like tinkering, and I don't mind learning about computers.
If no one in your firm understands how computers work, and you're not comfortable opening a computer case and doing some minor fiddling around inside, find someone who is. A computer consultant will make setting up your network easier. Ask colleagues for a recommendation. Or, go to your local community college. Most have advanced students or instructors who would love to make a few extra bucks installing hardware and software.
Second, technology is not an end in itself. There are lots of new gadgets and programs that are fun to play with, but don't help us practice law. The programs that do help take dedication to use. There's no panacea.
Third, this article assumes you have a small or solo law office. I am a solo practitioner with a full-time secretary and part-time bookkeeper, with occasional law-clerk help. If your office is bigger, then your costs will be higher. I do not have a "server" network system because I don't need one. I have a Windows peer-to-peer network, with both computers running Windows 2000. (A "network" is how computers link together to communicate. It allows me to access files on my secretary's computer. If you don't understand the difference between peer-to-peer and server networks, you need a consultant).
Finally, I'm cheap. I never buy the newest or best thing. I wait for technology to prove itself before I jump in. Even then, I buy the prior generation of technology, once it irons the "kinks" out. I order products off the Internet from one or two sources I trust. If a device or program doesn't enhance office productivity or case presentation, I don't buy it.
That said, let's look at the goals of using new tools and methods:
1) Make information more readily available;
2) Increase productivity of lawyer and staff;
3) Give peace of mind that work is getting done and deadlines are being met; and
4) Keep confidential data secure and backed up.
I. Hardware
The hardware is the core of your system. If your hardware is cheap, nothing will work. I don't buy Cadillacs, but I also don't lease Yugos.
A. Computers
1. Secretary's computer
You don't need the latest, fastest computer capable of high-end graphics rendering if your secretary is going to type, use your computer case-management system, and do some spreadsheets. A relatively low-end computer is fine. My recommendations:
* Brand: Any brand will do. I often look to Dell, TigerDirect <http://www.tigerdirect.com>, or other vendors for refurbished computers. Refurbished computers have been returned for some reason, repaired, and recertified for sale. Never had a problem with one. Check the vendor's reputation for technical support before you buy.
* Processor: The processor does the actual work. You don't need the fastest on the market. Unless you plan to do video editing, I recommend 750 MHz to 1 GHz. Look for a good deal. I have used Intel Pentium and AMD Athlon processors. Both are fine.
* RAM: Random Access Memory, the stuff that holds the data your processor is churning. It gives the processor quick access to information, instead of reading from the hard drive, which slows the computer down. RAM is cheap now. Get at least 256 MB. (If you already have a computer with less than 256 MB, you should upgrade. I just bought 256 MB of RAM for $70 from TigerDirect).
* Hard Drive: Stores information long term. Get at least 20 GB to hold your work product.
* Monitor: Spend a little money here. The cheapest computer deals include 15-inch monitors. Either upgrade or buy a 17-incher. Any smaller and your secretary will (rightfully) complain.
* CD/DVD Combo Drive: While a CD-ROM may be adequate, DVD (which holds about seven times more information) soon will be standard for distributing large programs. They're not just for watching movies. Many CD/DVD combo drives now also include CD burning (creation) capabilities -- an added bonus.
* Keyboard/Mouse: I like the Microsoft Natural keyboard. It looks funny, but my hands rest nicely on it. Supposed to prevent repetitive-stress injury. I also like Logitech's wireless mouse. No cables to get in the way.
* Operating System: Your computer should come pre-loaded with the latest version of Windows 2000 or XP Professional. Do not get Windows ME.
Cost: About $1,200
2. Lawyer's laptop
I recommend attorneys get laptop computers. Most laptops now have all the power and features of a desktop, with full-size keyboards. I just insert the network card into my PC card (PCMCIA) slot, and I'm on the network and ready to go.
Other laptops have "docking stations." When you get to your office, you slip the laptop into the docking station, which has built-in network, monitor, keyboard, and mouse connections.
I have a refurbished Dell Latitude CPX, Pentium II 500 MHZ. I paid about $2,800 for it two years ago, and got a real bargain; now it sells for under $1,000. Since purchase, I've upgraded the hard drive and added memory (I now have 392 MB of memory).
I like Dell. IBM makes excellent laptops, as does Sony. Others swear by Toshiba. My recommendations:
* Processor: As above, 750 MHz is fine, but go faster if you can get a good deal.
* RAM: At least 256 MB. Make sure the laptop has room to add more.
* Hard Drive: At least 12 GB. 20 GB is better.
* Screen: 15-inch, active-matrix display. Your eyes will thank you.
* Drives: CD/DVD drive. I have a floppy drive I can attach to the computer by a cable, but in two years I've never used it. The DVD is great for watching movies on airplanes or in hotel rooms.
* PC Cards: If it's not built in, get an Ethernet network card to fit in the PC card slot. Ethernet is the most common type of network. 3Com is a good brand. Make sure the card supports 100 mbps (100 megabits per second), or your network will be slow. Also, get a modem card (for Internet, faxing, etc.). I have a PC card with network and modem built in together. Try to avoid cards that need "dongles" or attachment cords to work. You'll lose them like I do, or forget to take them on the road.
* Operating System: Pre-loaded with Windows 2000 or XP Professional.
If you do take your laptop on the road or to court, always take along an extension cord, three-prong to two-prong plug adapters, extra telephone cord, and telephone-cord connectors.
Cost: About $1,800
B. Peripherals
This section covers everything that's attached to, but not part of, your computer.
1. Printer/Scanner/Fax Machine
I used to dislike "multi-function" combos, which combine a printer, scanner, and fax machine. Main objection: If one part breaks down, you lose all three.
I've changed my mind. I realized it's a waste essentially to buy two printers--one to hook to the computer, and another for faxes.
That's when I found the HP LaserJet 3200. It's a combination high-quality black-and-white laser printer, scanner, and fax machine. I can fax from my desk across the network without printing anything. It also serves as an emergency copier.
The 3200 prints 7-9 pages per minute, and scans about six pages per minute. It's not for super-high volume scanning, but it's perfect for my office. I also like HP's support, which was pitiful for a few years, but now is much better. The LaserJet 3200 doesn't have the misfeed problems of the 5L and 6L.
When you buy any printer, be sure to check the cost of consumables (toner, etc.) I had a Brother HL-1040. The printer was good, and it was fairly cheap to buy. But the cost of the toner and drum cartridges more than offset its low initial cost. While the 3200 isn't cheap, it has only a toner cartridge to replace, at a cost of $60 (I use about one each quarter).
If you need color, Lexmark has a new color inkjet printer/scanner/fax machine for $199. Inkjets cost more per page than laser printers, and the quality for black-and-white printing generally is not as good. Color lasers remain very expensive. I recommend a black-and-white laser multi-function machine, such as the HP LaserJet 3200, and separate inexpensive color scanner and printer (see below).
Cost: $600
2. Color/Mobile printers
I keep a color inkjet printer in the office. It cost about $60. I use it for making low-quality prints of scanned photos to send out in discovery, if I'm too lazy to go to Kinko's for color copies.
I also have a Canon BJC 85. It's a small, mobile inkjet printer designed to be carried around. Very light. I often take it with me to court to draft orders, jury instructions, emergency motions, etc. I also use it on trips to print argument outlines and letters. This prevents having to fax documents to yourself in hotels. You can find it online for $280. For a little extra, you can buy a scanning module, and turn it into a portable scanner.
Cost: $340
3. Color scanner
The HP LaserJet 3200 is a black-and-white scanner. I often want to scan color photos, receipts, and the like. For that, I have a Visioneer One-Touch 8200, but any inexpensive color scanner will do.
Cost: $60
4. Backup
Every hard drive will fail. Whatever is on that drive when it fails likely will be totally lost (or at least be inaccessible for three weeks while some expert charges you $800 to get half your data back. Do I sound bitter?). There simply is no substitute for backing up your computer. And, since offices are known to have fires, tornadoes, or unhappy employees who like to delete things after they get fired, off-site backup is a necessity.
I back up the entire hard drive on my laptop and my secretary's computer once a week. I know many experts say you only need to back up your data, as you can always reinstall software. This ignores: (a) the time it takes
to reload your programs; (b) the loss of all the updates, upgrades, authorization codes, customizations, etc., since you first loaded the programs; and (c) the fact that you may not have the disks if your office burns down. So I back up everything weekly.
I also back up my most important data, such as my case-management software, every night.
a. Nightly backup: CD-writer
In addition to just being fun to play with, I use an HP 8210e CD-Writer Plus (external) for nightly backups of my case-management files. Because it's external, the 8210 hooks into the USB port. It's slower than an internal drive, but it's portable. I can use it on my laptop, back up over the network, and then take it home to burn music CDs (only my own music, of course). I use a rewritable CD for my case-management backup, and keep that CD in my pickup. I bring the CD-RW in every day at 6 p.m., back up what I need, and take it out again. That way, if a hard drive fails, all data is current to within 24 hours. The 8210e has now been replaced by the 8230e.
Cost: $80
b. Weekly backup: USB hard drive
For the weekly full backups of my laptop and the secretary's computer, I bought an external BUSlink USB 30 GB hard drive. It too hooks into the computer's USB port, and Windows sees it as any other drive. Using backup software that comes with Windows 2000, I can back up over the network to the USB drive, or back up directly from my computer. USB transfer is relatively slow, so I set Windows to do unattended backups automatically on Thursday nights.
The drive is about the size of a West soft-cover Federal Civil Procedure rules book. It's so small and light, I can take the USB hard drive home, so I have at most a week old copy of the entire contents of both computers' hard drives.
I also use the USB hard drive to store music, photos, copies of important documents, and backups of PowerPoint and other presentations. If my laptop's hard drive crashes on the way to court or a seminar, I can borrow a computer and use the backup.
Cost: $210
5. Miscellaneous hardware
There are lots of other little hardware items I use:
* Ethernet hub. My hub enables me to hook my bookkeeper's computer into my peer-to-peer network by connecting one cable. Cost: $50.
* Digital camera. Not high end; just a cheap little thing to take simple pictures, photos of clients, etc. Cost: $50, cheaper if you look for specials on the Internet.
* PDA. I had high hopes for this one. I found it useful, but only moderately so. I mainly use it to keep handy my calendar and contacts when I'm out of the office and don't want to bring my laptop. I still print off daily, weekly, and monthly calendars to take to court. I like the Handspring Visor Platinum and Handspring's expansion modules. It links to my case-management software. Cost: $200.
* USB hub. This hub enables me to hook multiple USB devices to my laptop's single USB port. You can add hubs on top of hubs to connect up to 128 devices to one USB port. Cost: $40.
Total misc. hardware cost: $340
Total cost for hardware: $4,630
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1. This is part one of a three part article. Read Jeffrey's advice on software in Part II of the next issue of COLT newsletter.
This article originated in The TechnoLawyer Community, a free network of e-mail newsletters through which legal professionals share information about legal technology and practice management issues, products, and services, often developing valuable business relationships in the process. To join The TechnoLawyer Community, visit the following Web site: www.technolawyer.com.
2. Jeffrey S. Lisson is a 1985 graduate of Austin (TX) College, and a 1992 graduate of Wake Forest Law School. He is a solo practitioner in Winston-Salem, specializing in criminal defense, personal injury, product liability, and federal statutory causes of action. He is licensed in both North Carolina and Texas. Before law school, Jeffrey was a newspaper reporter for five years. You can contact Jeffrey via e-mail (jlisson@lissonlaw.com).
The best way to copy styles between documents in Word when using a document management program
By Marilyn Monrose, Legal Word Processing "Doctor"™
Firms with document management applications such as DOCS Open® and iManage® sometimes have a difficult time copying styles between documents in Word. For some reason, the styles just don't seem to copy properly. Don't worry, there is a way to correct this problem. The technique described below can be used with any document management program, since they all basically work the same.
1) Open the file from the document management application where the styles are to be copied from.
2) Save this file to your local "c:" or "a:" drive and leave it open.
3) Open the document where the styles are to be copied to (this is the file that is saved to DOCS Open or iManage). You should have two files open right now. Go to the document where the styles are to be copied from (this is the file that you just saved to your local drive).
4) Click <Format>, <Styles>, <Organizer> and select the <Styles> tab.
5) Highlight the style(s) you want to copy from the <In (Document Name)> box on the left side of the menu which contains all the document's styles. (Tip: You can highlight individual styles by holding down the CTRL key and clicking the mouse once on each style. To select all of the styles, hold down the SHIFT key, then press the Down arrow key until you get to the end of the style box.)
6) Click the <Copy> button, then hit <Yes> or <Yes to All> to copy the styles to the <To Normal.Dot> box on the right side of the screen.
7) Scroll the <To Normal.Dot> box to make sure the styles have been inserted.
8) Hit <Close> and switch to the document where you want the styles to be copied (this is the DOCS Open or iManage file). Repeat step 4 again.
9) Go back in the <To Normal.Dot> box and highlight the style(s) you want copied into the current document.
10) Hit the <Copy> button to copy the styles to the <In (Document Name)> box. Hit <Yes> or <Yes to All> to begin copying.
11) Scroll the <In (Document Name)> box to search for the newly copied styles. Hit <Close>.
Wasn't this easy? You can delete the document from your local file, as you no longer need it now.
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Marilyn Monrose, the Legal Word Processing "Doctor",™ temped for 10 years as a legal word processor at many of New York's top law firms. Now a computer trainer, she is also the author of two very successful and simple, step-by-step, hands-on training guides entitled Advanced Word 97 For the Legal User Made Easy and Advanced WordPerfect 7 & 8 For the Legal User Made Easy. Ms. Monrose can be reached at 212-579-9306 or e-mail: Legaltraining@dialalesson.com.