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Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
Use Of Technology To Modernize Your Law Practice
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Use Of Technology To Modernize Your Law Practice

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An exploration of some of the many technologies that lawyers and law firms are employing to create a more modern and efficient practice.

An exploration of some of the many technologies that lawyers and law firms are employing to create a more modern and efficient practice.

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    • 1. Use of Technology to Modernize Your Law Practice<br />Presented by: <br />Garrett P. LaBorde: glaborde@lawot.com<br />Through:<br />&<br />Pensacola, Florida<br />February 25, 2009<br />
    • 2. Overview of Technologies Covered:<br />The “Paperless Office”<br />Practice & Case Management Systems<br />Document Management<br />Document Assembly<br />Digital Dictation<br />Hosted Programs/Software as a Service<br />Smartphone/PDA’s<br />Vista vs. XP<br />Training Essentials<br />
    • 3. The “Paperless Office”?<br />What is it? Well, it’s a fiction! A misnomer!<br />Why? It cannot fully be obtained!<br />You will always have, produce/receive & even need hard copies.<br />However, You will not cure an alcoholic by putting a bottle of whisky on his desk. Thus, it follows that, you will not cure a Law Office of paper by putting a printer on every Desk!<br />Get rid of the Laser (or worse, Inkjet) printers on every desk.<br />Put a scanner on every desk and have 1 or 2 networked printers/multifunction machines.<br />You can (and should) control your Paper output & management.<br />
    • 4. Getting “paper-light”<br />Start by trading printers for scanners! Tomorrow.<br />Get a Computerized Practice/Case Management System!<br />Create a document policy (ie, no prints of drafts; no working copies of medicals, financials, expert reports, etc.)<br />Scan Originals then Seal; Print only as needed <br />(Eliminate hours wasted next to the copier)<br />(e.g., exhibits received from Opp. Counsel or Expert)<br />Host as much team/matter information as possible on your network, your PM system, on your Wiki, on your Intra-net. Heck even Online (Box.net) <br />Why? Everyone has access to it; at the same time; from anywhere; no need for the “file”; increase productivity & concurrent work!<br />
    • 5. ScanSnap Scanners:<br />Fujitsu ScanSnap S500<br />($495.00) <br />Output resolution: Up to 600 dpi <br />Speed: (Color 150dpi, B&W 300dpi) : 18 pages per minute / 36 images per minute <br />Paper Size: A4 to custom sizes <br />Capacity of ADF: Up to 50 sheets <br />Interfaces: USB 2.0<br /> vs.<br />ScanSnap S300 <br />Mobile Scanner ($295.00)<br />Adobe 8.0 Standard<br />Included!! Plus OCR<br />
    • 6. Practice & Case Management Systems<br />● Combines <br />▸calendaring/docketing <br />▸tickler functions <br />▸case information tracking, <br />▸address book functionality<br />▸conflict of interest searching, ▸document assembly capabilities <br />▸Palm and laptop portability<br />● Turn wasted time looking for case info and documents into billable time<br />● Avoid malpractice<br />● Look at Amicus Attorney, TimeMatters, PracticeMaster, PCLaw and ProLaw<br />● Don’t Practice Law Without One!<br />
    • 7. Practice & Case Management Questions:<br />How do I pick a practice or case management system?<br />Who installs the case management system?<br />Who will maintain the case management system?<br />Is there a long learning curve with a case management system?<br />See: Univ. of Florida Legal Technology Institute <br />http://www.law.ufl.edu/lti/<br />
    • 8. Document Management SoftwareWhy Law Firms Need It?<br />
    • 9. Document Management Attributes<br />Gives You A Secure & Scalable, Centralized Document Repository (accessible to all)<br />Ease of Use & File Saving Policies Force ALL users to use it via a “Front End”<br />Allows for document retrieval with advanced search capabilities.<br />Precise Versioning Control<br />Useful E-Discovery Tool<br />
    • 10. 1) Document Repository<br />Secure<br />Scalable<br />Centralized<br />Concurrent access/input<br />Remotely accessible<br />
    • 11. 2) Policies Force ALL users to use it via a “Front End” <br />Ease of use--&gt; Quicker implementation<br />Standardized Saving & Naming Policies<br />Common Application Integration & Takeover <br />
    • 12. 3) Document retrieval with advanced search capabilities.<br />Scanning of all critical or shared documents<br />Consistent Storage<br />Reliable Searches for Forms, Documents, etc.<br />OCR (optical character recognition) & text tagging<br />
    • 13. 4) Precise Versioning Control<br />Audit Trail<br />Allows for version saving<br />No more saving over the original, or storage eating successive document drafts.<br />Tracks changes made to documents<br />Full history of the document<br />
    • 14. 5) Useful E-Discovery Tool<br />Mitigate Legal, Ethical, Malpractice Risk<br />Accurate Retrieval Mechanism<br />Ability to Freeze Documents preventing changes<br />Audit Trail so that any change or actions on a document (and its author) is forever recorded.<br />
    • 15. Products<br />Worldox GX<br />iManage<br />Docs Open<br />
    • 16. Others<br />● Opened Ended vs. Close Ended<br />● Microsoft SharePoint is a DMS<br />● Most Practice Management Software include an Open Ended DMS<br />
    • 17. Document Assembly<br />Allows you to automate your document production and thereby significantly reduce the amount of time you spend drafting.<br />Examples:<br />-Routine & Repetitious pleadings; Estate Planning Docs; <br />
    • 18. Products<br />LexisNexis HotDocs<br />Ghostfill<br />Pathagoras<br />
    • 19. Lexis-NexisHotDocsExample<br />Demo: http://www.hotdocs.com/#<br />
    • 20. HotDocs Data Entry Example<br />
    • 21. Advantages of Document Assembly<br />Accurate, Quick<br />Small Learning Curve<br />Links with Outlook and PM Software like Amicus Attorney and TimeMatters<br />No Metadata Mishaps<br />
    • 22. What is Meta Data?<br />Word and WordPerfect files include metadata beyond their printable content, such as the original author&apos;s name, the creation date of the document, and the amount of time spent editing it. Unintentional disclosure can be awkward or even raise malpractice concerns.<br />
    • 23. MetaData Mishaps<br />SCO vs. DaimlerChrysler (Bank of America)<br />
    • 24. Florida Guidance:<br />
    • 25. Digital Dictation<br />-Handheld/Desktop Dictation<br />-Software Based Dictation<br />-Web Based Dictation<br />
    • 26. Products:<br />● Dragon Natural Speaking<br /> ▸Get Preferred ($199)<br />● Even Word has “some” Dictation Built into it.<br />● PhoneTag (fka. “Simulscribe” ($29.95)<br />http://www.PhoneTag.com/<br />Jott (Free)<br />www.jott.com<br />
    • 27. Dictation: Cool Product Alert!The Legal Array Microphone<br />The Voice Tracker™ legal array microphone has benefits in several applications of interest to lawyers. The combination of applications makes the purchase of the Voice Tracker™ Legal Array Microphone a valuable investment:<br />Certified Automatic Speech Recognition for Legal Dictation<br />Meeting & Deposition Recording Microphone<br />Audio and Video Legal Conferencing<br />$249.99<br />http://www.acousticmagic.com/industry-uses-legal.htmlhttp://www.acousticmagic.com/industry-uses-legal.html<br />
    • 28. Past Problems<br />No one would spend the time to train the software<br />Was not accurate<br />Bad Microphones<br />(These barriers have largely been eliminated)<br />
    • 29. Does it Work?<br />
    • 30. Microphones<br />Buy a good Headset!<br />PlantronicsDSP 400 is $79.95<br />http://www.plantronics.com/<br />
    • 31. Hosted (Cloud) Computing:“Software as a Service”<br />Online Program/Document Access<br />Program maintained securely by 3rd Party<br />Up-t0-Date Software, “Rented” from Vendor<br />Fixed & predictable cost<br />Most powerful examples:<br />Hosted Exchange<br />Hosted Sharepoint<br />
    • 32. Hosted Exchange<br /><ul><li>Exchange & Outlook Software provided for low Monthly Fee
    • 33. Hardware Purchase: Workstations, NOT Dedicated Mail Servers
    • 34. Full support & Auto-upgrade
    • 35. Cost comparison:
    • 36. Exchange Server 2007 (25 users)= $5,000-$6,000 Alone!
    • 37. Hosted Exchange: about $15/mailbox!</li></li></ul><li>Hosted Sharepoint<br />Collaborate via the Web<br />Share Files, Contact Lists<br />Share Calendars, Tasks<br />Group Document storage<br />Intranet, Extranet<br />Blogs, wikis, etc..<br />
    • 38.
    • 39. Smartphones<br /><ul><li>BlackBerry
    • 40. Smartphones (Palm)
    • 41. Smartphones (Windows Mobile)
    • 42. iPhone (Apple)
    • 43. Considerations
    • 44. BlackBerry syncs with Outlook and to check more than e-mail, you need the BlackBerry Enterprise Server software and Exchange Server!
    • 45. Palm Smartphones - 100% Palm devices - maximum sync ability with legal apps - real-time email with software like VersaMail
    • 46. Windows MobileSmartphones sync with Outlook and Microsoft </li></ul>apps primarily – Easiest to setup and has Push Synchronization<br />BEWARE BLUETOOTH SECURITY<br /><ul><li>Pricing: Anywhere from $200 to $600 depending on the cell</li></ul> service provider and available rebates<br />
    • 47. Vista or XP<br />Windows XP Pro remains the safe choice, but will not be available much longer. They’ve begun support phase out. Now would be a good time to upgrade.<br />=<br />=<br />Most software now works with it. With SP1, it is becoming widely used. Go all the way with the Vista Ultimate Version.<br />Windows 7 is the Newest Windows OS and will be an incremental update to Vista. Its Beta was released Jan 9, 2009. Rumors of Full launch April 2009. However, do not be in a hurry to convert. Wait 6 Mos.<br />=<br />Future<br />
    • 48. Training<br /><ul><li>Top Training Tips
    • 49. TASK-ORIENTED not FEATURE-ORIENTED
    • 50. NO GENERIC TRAINING
    • 51. PROFESSIONAL TRAINERS
    • 52. TRAIN OFTEN, TRAIN GENTLY
    • 53. MAKE TRAINING MANDATORY
    • 54. LIVE IS ALWAYS BETTER, BUT IF NOT TRAIN ONLINE
    • 55. THE TRAINER’S PHYSICAL LOCATION IS IRRELEVANT</li></li></ul><li>Contact us for <br />Legal Technology Customization & Training:<br />LAW OFFICE TECHNOLOGY<br />www.lawot.com<br />Gulf Coast Legal Technology Center<br />www.gulfltc.org<br />Garrett P. LaBorde: glaborde@lawot.com<br />Craig Bayer: cbayer@lawot.com<br />Toll Free: 866-903-2733<br />Thank You For Listening!<br />

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