Technology problem? Just Ask CoLT

Expert cures for headache

“Ask CoLT” is a service provided by the ISBA Committee on Legal Technology to answer questions from members about technology concerns.

Questions may be submitted to the committee by e-mail to askcolt@isba.org. Committee members will then weigh in with solutions to your problem. Below is a recently received question, along with one of the answers.

Question: We are a small law firm looking for any suggestions for legal docketing software. We currently use a simple calendaring program and are looking for a better, more advanced program that will ensure that all of our deadlines are docketed properly. 

Answer: What you are looking for is Legal Practice Management Software (LPMS), and it is no longer only for “big” firms.

With pricing for some LPMS packages starting below $400 for the first user, and significant discounts for additional users, cost is no longer an argument for not using a practice management system.

Modern LPMS programs such as TimeMatters (www.timematters.com), Practice Master (www.tabs3.com), Amicus (www.amicusattorney.com) or PerfectLaw (www.perfectlaw.com), to name just a few, put critical information regarding your practice at your fingertips.

Details include client and case information, information for other parties, events, deadlines, e-mail, and to-do items.

LPMS works the way attorneys work, which is from a case/matter/file centric approach, and gives you access to all information regarding a matter or file in one easy to find place.

LPMS provides the ability to put a paper “tickler” system on your computers, making it available to everyone in the office and allowing them to generate reports (either on-screen or printed) based on importance, timing or subject matter.

Good practice management programs allow you to set a number of reminders and alarms, as well as automatic methods for calculating due dates for specific matters. LPMS also assists with the issue of neglected files by generating warnings and reports based on file inactivity.

When it comes to missed statutes of limitations, with an LPMS you create templates that calculate statute of limitations dates based on the criteria that you input. You can save these templates so that once they are created it is only a matter of selecting the appropriate template and letting the LPMS calculate the date. 

For matters that have a series of unchanging deadlines, such as bankruptcies or mechanics lien actions, you can create templates that will automatically calculate all of these dates at once and create calendar and to-do entries for each deadline.

As noted above, a number of very good LPMS packages are available for small firms. Criteria to consider when choosing a program include: 1. the number of attorneys and staff; 2. your firm’s current technology infrastructure; 3. the need for mobile access or synchronization; 4. integration with your time and billing programs; 5. whether you are considering using a document management system; and 6. what e-mail system you are currently using.

Your answer to each of these questions will help you select the best LPMS for your firm.

Don’t forget that if you have a technology question, Ask CoLT (askcolt@isba.org).