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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.

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Use Of Technology To Modernize Your Law Practice

  1. 1. Use of Technology to Modernize Your Law Practice<br />Presented by: <br />Garrett P. LaBorde:<br />Through:<br />&<br />Pensacola, Florida<br />February 25, 2009<br />
  2. 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. 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. 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 ( <br />Why? Everyone has access to it; at the same time; from anywhere; no need for the “file”; increase productivity & concurrent work!<br />
  5. 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. 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. 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 /><br />
  8. 8. Document Management SoftwareWhy Law Firms Need It?<br />
  9. 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. 10. 1) Document Repository<br />Secure<br />Scalable<br />Centralized<br />Concurrent access/input<br />Remotely accessible<br />
  11. 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. 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. 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. 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. 15. Products<br />Worldox GX<br />iManage<br />Docs Open<br />
  16. 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. 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. 18. Products<br />LexisNexis HotDocs<br />Ghostfill<br />Pathagoras<br />
  19. 19. Lexis-NexisHotDocsExample<br />Demo:<br />
  20. 20. HotDocs Data Entry Example<br />
  21. 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. 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. 23. MetaData Mishaps<br />SCO vs. DaimlerChrysler (Bank of America)<br />
  24. 24. Florida Guidance:<br />
  25. 25. Digital Dictation<br />-Handheld/Desktop Dictation<br />-Software Based Dictation<br />-Web Based Dictation<br />
  26. 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 /><br />Jott (Free)<br /><br />
  27. 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 /><br />
  28. 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. 29. Does it Work?<br />
  30. 30. Microphones<br />Buy a good Headset!<br />PlantronicsDSP 400 is $79.95<br /><br />
  31. 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. 32. Hosted Exchange<br /><ul><li>Exchange & Outlook Software provided for low Monthly Fee
  33. 33. Hardware Purchase: Workstations, NOT Dedicated Mail Servers
  34. 34. Full support & Auto-upgrade
  35. 35. Cost comparison:
  36. 36. Exchange Server 2007 (25 users)= $5,000-$6,000 Alone!
  37. 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. 38.
  39. 39. Smartphones<br /><ul><li>BlackBerry
  40. 40. Smartphones (Palm)
  41. 41. Smartphones (Windows Mobile)
  42. 42. iPhone (Apple)
  43. 43. Considerations
  44. 44. BlackBerry syncs with Outlook and to check more than e-mail, you need the BlackBerry Enterprise Server software and Exchange Server!
  45. 45. Palm Smartphones - 100% Palm devices - maximum sync ability with legal apps - real-time email with software like VersaMail
  46. 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. 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. 48. Training<br /><ul><li>Top Training Tips
  55. 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 /><br />Gulf Coast Legal Technology Center<br /><br />Garrett P. LaBorde:<br />Craig Bayer:<br />Toll Free: 866-903-2733<br />Thank You For Listening!<br />