This document discusses the use of technology in law offices. It outlines common technologies used like word processing, spreadsheets, databases, and billing/accounting programs. It also discusses how the Federal Rules of Civil Procedure have impacted electronic documentation. Maintaining technology support either internally or outsourcing is also covered, along with trends in technology and resources for legal professionals.

1. Technology in the Law Office Chapter 1

2. Issues The use of technology in the law office The impact of the Federal Rules of Civil Procedure The role of the technology support staff The language of technology The technologies that can help the legal team

3. Uses of Technology in the Law Office Word Processing Document preparation Electronic Spreadsheets Financial calculations (support, damages, etc.) Financial presentations Time & Billing Programs Client time & billing Accounting Programs Budgets, payroll, escrow accounts Calendaring Deadlines, appointments & hearing dates

4. Uses of Technology in the Law Office, cont . Graphic Presentation software In-court or settlement presentations Marketing Trial Presentation software Internet search engines Search for factual information (weather conditions, court hours) Free legal research (docket information, court rules) Advocates’ positions (organizational, business sites) Databases Maintain records & documents

5. Uses of Technology in the Law office, cont. Document Scanning Converting court documents to electronic format Document search features Locating relevant documents in databases E-mail & document delivery – electronic communications Online Collaboration Use the Internet to work collaboratively Online electronic document repositories

6. Technology Most Often Used by Paralegals General Practice -- Program Frequency Microsoft Word 99% Document management 83% General Internet Research 74% Spreadsheets 57% Databases 57% Billing Applications 53% Litigation – Program Frequency Litigation Support 75% Electronic Court Filing 42% Online Docket Programs 33% Trial Preparation 25%

7. Digital Communications Sharing information between the law office and: Remote offices Courthouses Government agencies Clients Routine correspondence in the e-mail body Attachments of documents Security & confidentiality issues Trend toward online collaboration

8. The Impact of the Federal Rules of Civil Procedure The 2006 revisions specifically address the increased use of electronically stored documentation State courts may be following suit Legal team must develop method to sort through thousands of documents to find those relevant to litigation (discovery) Because of the ease of storage, greater expectations are developing concerning the “ordinary course of business” standard of saving documentation The search for the “smoking gun”, or incriminating document can be conducted electronically, rather than by a “warehouse run” Privileged and/or confidential information must still be protected, requiring a check of each document

9. Technology Support in the Law Office Large law offices, government and corporations have an Information Technology (IT) staff IT handles questions and issues about use and implementation of computers and software Small law firms have an individual “the office geek”

10. Technology Usage in the Law Tremendous growth in computers and software programs Courts require electronic filing Medical records are converting to all electronic Public records available electronically

11. Working with In-House Technology Support Staff IT support for technology within and outside the office Portable computers and wireless connections Video depositions in the office or at remote location Trial presentation graphics & equipment for the courtroom Access to home office files from remote locations. Time is critical To determine the solution to the request of the legal team To obtain the necessary equipment and compatible software

12. Issues in Working with Outside Technology Consultants Compensation of outside companies Annual contracts- service as needed for a period of time Fixed rate for hardware issues To support software used in the office As needed at an hourly rate for support or maintenance Communication is key Define scope of the project and desired result Ownership of the materials created

13. Outsourcing Use of persons or services outside the office, usually to take advantage of greater skills at a lower cost

14. Information Technologists as Members of the Legal Team Member of the legal team who possesses legal knowledge and technology skills working primarily in the area electronic discovery Unique understanding of the variety of electronic formats in which documents can be stored, how to sort and reproduce those documents Able to guide lawyers and clients with regard to retention of electronic documents

15. Training for Hardware and Software Support Each user must be trained in the features and procedures of that system beginning with security Sources of training Co-workers An outside company contracted to provide support services The manufacturer’s or software vendor’s help desk Traditional classes

16. How much do I really need to know? Know what you do not know Be able to ask for help Know who to direct your questions to Understand the basic concepts Be able to communicate with the legal and IT sides of the legal team

17. Understanding the Language of Technology All professions and trades have a language of their own “ Cell” for the lawyer is the place for holding someone charged with a crime “ Cell” for the information technologist is a part of a spreadsheet that contains information Ability to communicate problems and create effective solutions can occur only when both sides of the team (legal and IT) understand one another’s language

18. Future Trends Increased pace of the legal environment demands increased productivity Long-range planning is vital: Keep ahead of trends Evaluate new developments to determine whether adoption will enhance or perhaps inhibit productivity

19. Some Growth Areas Videoconferencing – remote conferences and hearings in real time VoIP – voice over Internet protocol a substitute for traditional telephone connections Voice recognition -- replacing dictation equipment Miniaturization & portability -- compressing many functions into a single, small unit Wireless technology/remote access -- including wireless computer networks, for communications on the road or throughout a building, or even city

20. Some Growth Areas, cont. Remote collaboration – replacing travel with virtual meetings using technology like videoconferencing Wireless computer networks and laptop connections – allowing users to disconnect from wire, outlets, connections and offices to conduct business anywhere there is a wireless Internet connection Thin client -- programs and files maintained on a centralized server with each user having access through a dumb terminal (no software)

21. Useful Sites Subject Source Topic URL Ethics ABA Model Rules of Professional Conduct https://www.abanet.org/cpr/mrpefoldoc.org Computer Utilization IPMA Survey http://www.paralegalmanagement.org/ipma Dictionary FOLDOC Computing http://foldoc.org Federal Court Rules – Civil Legal Information Institute FRCP http://www.law.cornell.edu/rules/frcp Federal Court Rules – Criminal Legal Information Institute FRCRMP http://www.law.cornell.edu/rules/frcrmp