Harford County Bar AssociationHarford County Bar Association

February 9, 2005February 9, 2005 Technology to Start andTechnology to Start and

Run a Law PracticeRun a Law PracticePresented by:Presented by:

Robert S. McNeill, Robert S. McNeill, J.D.J.D.The McNeill Group, Ltd.The McNeill Group, Ltd.

Bob@McNeillGroup.orgBob@McNeillGroup.org

301-502-7209301-502-7209

Technology to Start Technology to Start and Runand Run

a Solo Practicea Solo Practice

What do What do youyou need to practice law as efficiently and need to practice law as efficiently and productively as possible, while providing the highest productively as possible, while providing the highest possibly quality legal services to your clients?possibly quality legal services to your clients?

The perfect The perfect law practice management systemlaw practice management system for you for you depends on depends on youryour needs, the available technology, and needs, the available technology, and your budget.your budget.

A law practice management system is the sum total of A law practice management system is the sum total of your personnel, procedures, computer equipment, and your personnel, procedures, computer equipment, and software programs; the integration between them; and software programs; the integration between them; and how well they are run in real life.how well they are run in real life.

Issues to ConsiderIssues to Consider(Needs Analysis):(Needs Analysis):

What type of law will you be practicing, e.g., does your practice require generating What type of law will you be practicing, e.g., does your practice require generating form documents or will you prepare mostly customized documents?form documents or will you prepare mostly customized documents?

How much do you know about technology (and how much do you want to learn), i.e, How much do you know about technology (and how much do you want to learn), i.e, how much do you want to leverage technology to do your work; do you want to do it how much do you want to leverage technology to do your work; do you want to do it yourself or outsource it?yourself or outsource it?

What programs are you comfortable with now?What programs are you comfortable with now? What equipment and programs do you currently have?What equipment and programs do you currently have? Will you be sharing an office with an existing system you can use?Will you be sharing an office with an existing system you can use? How mobile do you want to be?How mobile do you want to be? What is your budget?What is your budget? ““What do you want to be able to do?” What do you want to be able to do?” will dictate what you need to do it.will dictate what you need to do it.

Communicate with clients and others:Communicate with clients and others:– Phone, documents, fax, e-mail.Phone, documents, fax, e-mail.

Create documents:Create documents:– Letters, pleadings, etc.Letters, pleadings, etc.

Track time and bill clients.Track time and bill clients.– No one pays without a bill.No one pays without a bill.

Manage their practices (juggling all of the balls):Manage their practices (juggling all of the balls):– Meet deadlines, avoid malpractice.Meet deadlines, avoid malpractice.– Work efficiently. Work efficiently. – Avoid working themselves to death.Avoid working themselves to death.

Manage their finances:Manage their finances:– Write checks, keep accounting records, generate financial Write checks, keep accounting records, generate financial

reports to reports to determine if you are earning what you want or need.determine if you are earning what you want or need.

Lawyers Need to:Lawyers Need to:

CommunicationsCommunications

Evolving to the point where you can communicate Evolving to the point where you can communicate with anyone at anytime from anywhere. with anyone at anytime from anywhere. (Whether (Whether this is a good thing or not is another issue.)this is a good thing or not is another issue.)

– Mobile phones.Mobile phones.

– E-mail ubiquity.E-mail ubiquity.

– Send/receive faxes by e-mail.Send/receive faxes by e-mail.

– Hand-held devices that are part phone, part computer, Hand-held devices that are part phone, part computer, part Web appliance.part Web appliance.

– How much communication do you want and need?How much communication do you want and need?

– Can you market yourself as the “available lawyer”?Can you market yourself as the “available lawyer”?

CommunicationsCommunicationsso that you can return every call within 24 hoursso that you can return every call within 24 hours

Office telephone system:Office telephone system:– How many people will be using a telephone line at the How many people will be using a telephone line at the

same time = minimum number of lines.same time = minimum number of lines.– Use telephone company services instead of answering Use telephone company services instead of answering

machine to avoid busy signals; provide voice mail, machine to avoid busy signals; provide voice mail, conferencing, call forwarding, caller ID, and call waiting conferencing, call forwarding, caller ID, and call waiting (ugh!); and avoid up-front capital costs.(ugh!); and avoid up-front capital costs.

– Digital Subscriber Line for both voice and data available Digital Subscriber Line for both voice and data available in your area?in your area?

– Telephone with good quality speaker and headset jack.Telephone with good quality speaker and headset jack.– Cordless phones: security issues.Cordless phones: security issues.

Mobile phone with voice mail and pager, integrated with Mobile phone with voice mail and pager, integrated with office system (call forwarding).office system (call forwarding).– E-mail and Web access now available on mobile phones.E-mail and Web access now available on mobile phones.

FaxingFaxing

Unless you receive few faxes, you need a fax Unless you receive few faxes, you need a fax machine even if you have fax capability on your machine even if you have fax capability on your computer to fax documents that are not stored computer to fax documents that are not stored on your computer and to keep incoming junk on your computer and to keep incoming junk faxes off your computer.faxes off your computer.

Must be plain paper.Must be plain paper. If you are sharing space, make certain the fax If you are sharing space, make certain the fax

machine can have your signature. If not, get machine can have your signature. If not, get your own machine.your own machine.

For light duty environments, consider an all-in-For light duty environments, consider an all-in-one printer/fax/scanner/copier.one printer/fax/scanner/copier.– Recommend laser instead of ink jet for print quality.Recommend laser instead of ink jet for print quality.– High quality output is needed more in a law office than color.High quality output is needed more in a law office than color.

PhotocopiersPhotocopiers ““Personal copiers” available for under $500, but the Personal copiers” available for under $500, but the

real cost includes the time it takes to make the real cost includes the time it takes to make the copies (page per minute and document handling copies (page per minute and document handling capabilities).capabilities).

Copier designed for office use will have a longer life, Copier designed for office use will have a longer life, and may be less expensive in the long run.and may be less expensive in the long run.

Get the maintenance agreement so you can call in Get the maintenance agreement so you can call in the experts the experts whenwhen it doesn’t work. Avoid copiers that it doesn’t work. Avoid copiers that do not offer maintenance and loaner equipment do not offer maintenance and loaner equipment (how much will it cost you to get it fixed in time and (how much will it cost you to get it fixed in time and money?)money?)

Recommend a document feeder to save time, and Recommend a document feeder to save time, and collating if need to create many sets of documents.collating if need to create many sets of documents.

Outsource big jobs, and know the location of the Outsource big jobs, and know the location of the nearest 24-hour Kinko’s for emergencies.nearest 24-hour Kinko’s for emergencies.

Law Practice Law Practice Management System Management System

ProgramsPrograms Office productivity suite with word Office productivity suite with word

processor.processor.– Document assembly.Document assembly.– Document management.Document management.

Time and billing.Time and billing. Accounting.Accounting. Contact manager/”RolodexContact manager/”Rolodex®®”.”. Case/Matter management.Case/Matter management. Calendar, diary, and docket control.Calendar, diary, and docket control. E-mail.E-mail. Web browser. Web browser. Substantive law.Substantive law.

No other businesses require such a diverse range of applications

Office Productivity Office Productivity SuitesSuites

Microsoft Office 2003.Microsoft Office 2003. Corel WordPerfect Office 12.Corel WordPerfect Office 12.

Office Productivity Office Productivity SuitesSuites

Microsoft Office 2003Microsoft Office 2003– Word word processor.Word word processor.– Excel spreadsheet.Excel spreadsheet.– Power Point presentations.Power Point presentations.– Access database (not in all packages).Access database (not in all packages).– Best selling (not necessarily the best or the Best selling (not necessarily the best or the

best for you).best for you).– Most clients will have Word for easy document Most clients will have Word for easy document

exchange.exchange.– Poor conversion from/to WordPerfect.Poor conversion from/to WordPerfect.

Corel WordPerfect Office 12.Corel WordPerfect Office 12.– WordPerfect word processor.WordPerfect word processor.– Quattro Pro spreadsheet.Quattro Pro spreadsheet.– Presentations (presentations).Presentations (presentations).– Paradox database (not in all packages).Paradox database (not in all packages).– packages).packages).

– Traditionally used by lawyers (70%?); Traditionally used by lawyers (70%?); Law Law Office ComputingOffice Computing award; many lawyers award; many lawyers will have for less problems sharing will have for less problems sharing documents.documents.

– Easier to use for long-time WordPerfect Easier to use for long-time WordPerfect users (reveal codes, keyboard short-cuts, users (reveal codes, keyboard short-cuts, and compatibility with documents created and compatibility with documents created in older versions, e.g., forms bank).in older versions, e.g., forms bank).

– Good conversion from/to with Word.Good conversion from/to with Word.

Office Productivity Office Productivity SuitesSuites

Document AssemblyDocument Assembly

Will you be doing most of the document Will you be doing most of the document creation?creation?

How well do you type?How well do you type? What type of documents do you need to What type of documents do you need to

prepare? prepare? Type entire document every time?Type entire document every time? ““Manual” or traditional document assembly:Manual” or traditional document assembly:

– ““Cut and paste” from existing documents.Cut and paste” from existing documents.– Organize into forms folders.Organize into forms folders.

More EfficientMore EfficientDocument AssemblyDocument Assembly

Automate the replacement of “variables,” e.g., client’s Automate the replacement of “variables,” e.g., client’s name, with a merge program:name, with a merge program:– Word or WordPerfect merge.Word or WordPerfect merge.– HotDocs document assembly program and Word or HotDocs document assembly program and Word or

WordPerfect – www.capsoft.com.WordPerfect – www.capsoft.com. Automate the insertion of clauses with rules, e.g., “if client Automate the insertion of clauses with rules, e.g., “if client

is female, make pronoun gender feminine.”is female, make pronoun gender feminine.” Eliminate entry of variables that are already in the system, Eliminate entry of variables that are already in the system,

e.g., client’s name is already in the billing program.e.g., client’s name is already in the billing program. Automate creation of document based on rules, e.g., “when Automate creation of document based on rules, e.g., “when

enter new client in billing system create a retainer enter new client in billing system create a retainer agreement.”agreement.”

Make document assembly system voice-enabled.Make document assembly system voice-enabled. Methods listed above are in increasing order of complexity Methods listed above are in increasing order of complexity

and efficiency: the more routine a document is the more and efficiency: the more routine a document is the more efficient you should be in creating it, e.g., retainer efficient you should be in creating it, e.g., retainer agreement is prepared for every client, should be a no- agreement is prepared for every client, should be a no- brainer to create it.brainer to create it.

Document ManagementDocument Management

How to store and retrieve documents.How to store and retrieve documents.– Client documents.Client documents.– Form documents.Form documents.– Administrative documents.Administrative documents.– Document security in multi-user environment.Document security in multi-user environment.

Recommend Recommend \docs\client\matter\long_file_name \docs\client\matter\long_file_name

naming convention similar to paper file naming convention similar to paper file organization.organization.

For multi-user collaborative practices, For multi-user collaborative practices, consider document management program consider document management program that integrates with your word processor.that integrates with your word processor.

Time and Time and BillingBilling

Track time, costs, and payments for billing, Track time, costs, and payments for billing, accounting, and self-defense purposes.accounting, and self-defense purposes.

Prepare bills.Prepare bills. Generate management and productivity Generate management and productivity

reports, e.g., compare effective rates (fees reports, e.g., compare effective rates (fees actually received divided by number of actually received divided by number of hours worked) of different types of cases hours worked) of different types of cases so you know what is profitable and what is so you know what is profitable and what is not.not.

Time and Billing Time and Billing ProgramsPrograms

Legal-specific:Legal-specific:– PCLaw – www.pclaw.com.PCLaw – www.pclaw.com.– STI Tabs3 – www.stilegal.com.STI Tabs3 – www.stilegal.com.– Time Matters/Billing Matters Plus –Time Matters/Billing Matters Plus –

www.timematters.com.www.timematters.com.– Timeslips – www.timeslips.com.Timeslips – www.timeslips.com.

Non-legal specific:Non-legal specific:– QuickBooks – www.intuit.com.QuickBooks – www.intuit.com.

» (QB is a good non-legal-specific accounting program; the (QB is a good non-legal-specific accounting program; the time tracking and billing program is not legal specific and time tracking and billing program is not legal specific and therefore not recommended.therefore not recommended.

AccountingAccounting

Write checks.Write checks. Enter deposits.Enter deposits. Allocate expenses to categories for management and Allocate expenses to categories for management and

income tax purposes, and between tax-deductible and non-income tax purposes, and between tax-deductible and non-tax-deductible (e.g., client costs advanced) expenses.tax-deductible (e.g., client costs advanced) expenses.

Allocate income to fees (taxable) and repayment of client Allocate income to fees (taxable) and repayment of client costs advances (not taxable).costs advances (not taxable).

Maintain checking account balances.Maintain checking account balances. Maintain separate trust accounting by bank account and Maintain separate trust accounting by bank account and

client trust account.client trust account. Generate financial reports on demand to determine if you Generate financial reports on demand to determine if you

are earning the income you want and need.are earning the income you want and need. Reduce your reliance on (and cost of) an accountant.Reduce your reliance on (and cost of) an accountant.

Your accounting system should enable you to:

Non-Legal SpecificNon-Legal Specific

Accounting ProgramsAccounting Programs

QuickBooksQuickBooks MYOBMYOB PeachtreePeachtree DACDAC OthersOthers

Integrated Time, Integrated Time, Billing,Billing,

andand Accounting Accounting Try to integrate functions and programs as Try to integrate functions and programs as

much as possible.much as possible. Avoid duplication of effort, e.g., entering cost Avoid duplication of effort, e.g., entering cost

advanced check into accounting system and advanced check into accounting system and again into billing system.again into billing system.

Learn one program instead of many programs.Learn one program instead of many programs. Integrated time, billing, and accounting Integrated time, billing, and accounting

programs:programs:– PCLaw Jr. - www.pclaw.com.PCLaw Jr. - www.pclaw.com.– STI Tabs3 Jr. Suite – www.tabs3.com.STI Tabs3 Jr. Suite – www.tabs3.com.– Time Matters/Billing Matters Plus –Time Matters/Billing Matters Plus –

www.timematters.com www.timematters.com

Law Practice Management Law Practice Management ProgramsPrograms

All law office functions in one program.All law office functions in one program. All functions integrate with each other.All functions integrate with each other. One program to purchase and learn.One program to purchase and learn. Contact manager/”RolodexContact manager/”Rolodex®®”.”. Case management: files, notes, pleadings.Case management: files, notes, pleadings. Calendar, diary, and docket control.Calendar, diary, and docket control. Document assemblyDocument assembly Document management.Document management. E-mail management.E-mail management. Web site browsing management. Web site browsing management. Legal research management.Legal research management.

The “holy grail” of law office software

Law Practice Management Law Practice Management ProgramsPrograms

Looking for files?Looking for files? Looking up phone numbers?Looking up phone numbers? Checking case status?Checking case status? Cutting and pasting documents?Cutting and pasting documents? Retyping the same information into Retyping the same information into

different programs?different programs?

Return on Investment Calculus

How much time do you and your staff spend:

Law Practice Management Law Practice Management ProgramsPrograms

If your law practice management If your law practice management software saves you 15 minutes per day, software saves you 15 minutes per day, five days per week, 50 weeks per year, five days per week, 50 weeks per year,

Then you save 62.5 hours per year, Then you save 62.5 hours per year, whichwhich

At $150 per hour is $9,375 per attorney, At $150 per hour is $9,375 per attorney, and and

At $20 per hour is $1,250 per staff At $20 per hour is $1,250 per staff member.member.

Return on Investment Calculus

Computer EquipmentComputer Equipment Universal Serial Bus (USB) port – standard Universal Serial Bus (USB) port – standard

equipment.equipment. CD ROM (standard equipment) or DVD.CD ROM (standard equipment) or DVD. CD-R - re-writeable CD ROM drive CD-R - re-writeable CD ROM drive

recommended for high capacity portable recommended for high capacity portable storage, instead of:storage, instead of:

USB drive.USB drive. Modem: v. 90 – standard equipment.Modem: v. 90 – standard equipment. Uninterruptible power supply – optional, Uninterruptible power supply – optional,

depending on chances of power loss or brown-depending on chances of power loss or brown-outs in your area.outs in your area.

Law Practice Management Law Practice Management ProgramsPrograms

Synchronize with time and billing programs, other Synchronize with time and billing programs, other computers, and Palm OS devices.computers, and Palm OS devices.

““Portablize” your entire practice; work from anywhere.Portablize” your entire practice; work from anywhere. Program cost is $150-$350 per user.Program cost is $150-$350 per user. Greatest cost component is learning curve and re-tooling Greatest cost component is learning curve and re-tooling

office procedures – GIGO problem.office procedures – GIGO problem. Cost of implementation recouped in short period of time Cost of implementation recouped in short period of time

because of increased efficiency.because of increased efficiency. Enables “value billing,” e.g., creating a will using a good Enables “value billing,” e.g., creating a will using a good

practice management system takes a fraction of the time practice management system takes a fraction of the time that “cutting and pasting” would take, yet the fee should that “cutting and pasting” would take, yet the fee should be the same by charging a flat rather than an hourly rate. be the same by charging a flat rather than an hourly rate. The client receives higher quality product because cutting The client receives higher quality product because cutting and pasting mistakes are avoided and the turn-around time and pasting mistakes are avoided and the turn-around time is much quicker.is much quicker.

Law Practice Management Law Practice Management ProgramsPrograms

Abacus Law – www.abacuslaw.com.Abacus Law – www.abacuslaw.com. Amicus Attorney – Amicus Attorney –

www.amicusattorney.com.www.amicusattorney.com. STI PracticeMaster - www.tabs3.com.STI PracticeMaster - www.tabs3.com. Time Matters – www.timematters.comTime Matters – www.timematters.com

E-MailE-Mail Register a domain name so your e-mail address is, e.g., Register a domain name so your e-mail address is, e.g.,

bob@mcneill-law.com.bob@mcneill-law.com. E-mail is replacing regular mail in many contexts.E-mail is replacing regular mail in many contexts.

– Can reduce turn-around from minimum of one week to one minute.Can reduce turn-around from minimum of one week to one minute. Accessibility is what many clients want.Accessibility is what many clients want. Some clients take e-mail for granted, and think their Some clients take e-mail for granted, and think their

lawyers should have it, too.lawyers should have it, too. Lawyers still need to treat important e-mail like important Lawyers still need to treat important e-mail like important

hard copy mail. hard copy mail. SeeSee practice management systems, practice management systems, suprasupra.. Microsoft Outlook/Express and Netscape Communicator are Microsoft Outlook/Express and Netscape Communicator are

standards, but Eudora, Pegasus, and others work well.standards, but Eudora, Pegasus, and others work well.

E-MailE-Mail

Web BrowsingWeb Browsing

Reserve a domain name, e.g, mcneill-law.com, even Reserve a domain name, e.g, mcneill-law.com, even if you don’t plan to set up a Web site in the near if you don’t plan to set up a Web site in the near future.future.

Wealth of information available for “free” on the Wealth of information available for “free” on the Internet.Internet.

Accuracy?Accuracy? Evaluate search engines, pick one, and get good at it.Evaluate search engines, pick one, and get good at it. Computerized legal research without the hassle of CD Computerized legal research without the hassle of CD

ROMs.ROMs. Manage your Web research on a case-by-case so you Manage your Web research on a case-by-case so you

don’t lose sites that are productive. don’t lose sites that are productive. SeeSee practice practice management systems, management systems, suprasupra..

Substantive Legal Substantive Legal ApplicationsApplications

Domestic relations programs calculate Domestic relations programs calculate child support guidelines, generate child support guidelines, generate financial statements and child support financial statements and child support guidelines, what-if alimony projections guidelines, what-if alimony projections with after-tax effects, etc.:with after-tax effects, etc.:– Floridom.Floridom.– FinPlan.FinPlan.

Bankruptcy forms:Bankruptcy forms:– Don’t have to calculate and recalculate.Don’t have to calculate and recalculate.

Estate tax return programs.Estate tax return programs. Others.Others.

Examples

Litigation SupportLitigation Support

CaseMap www.casesoft.comCaseMap www.casesoft.com

UtilitiesUtilities

Active Words Active Words www.activewords.comwww.activewords.com automates automates repetitive actions like going to a repetitive actions like going to a particular web site, opening a particular web site, opening a particular file, or entering text.particular file, or entering text.

RemoteRemote DictationDictation

Continuing Law Continuing Law Practice Management Practice Management

EducationEducation Join the MSBA Law Practice Management Section, and its listserv.Join the MSBA Law Practice Management Section, and its listserv. E-mail your questions to Pat Yevics. (Sorry, Pat.)E-mail your questions to Pat Yevics. (Sorry, Pat.) Join the ABA LPMS.Join the ABA LPMS.

– Or at least subscribe toOr at least subscribe to Law Practice Management Law Practice Management magazine. magazine.– ABA listserves on a variety of subjects.ABA listserves on a variety of subjects.

ABA LPMS publications, especially Jay Foonberg’s ABA LPMS publications, especially Jay Foonberg’s How to Start How to Start and Manage a Law Practiceand Manage a Law Practice, www.abanet.org/ , www.abanet.org/ lsd/pubs/5110293.html.lsd/pubs/5110293.html.

Talk to your colleagues; be proactive and start sole practitioner Talk to your colleagues; be proactive and start sole practitioner management “brown bag” lunches or breakfasts with your local management “brown bag” lunches or breakfasts with your local bar association.bar association.

Before buying software you are trusting your legal life to, check Before buying software you are trusting your legal life to, check out the tech support, get references, test it yourself, find out who out the tech support, get references, test it yourself, find out who to go to if the “stuff” hits the fan and you are up the creek to go to if the “stuff” hits the fan and you are up the creek without a calendar.without a calendar.

Know ahead of time where you will get equipment serviced.Know ahead of time where you will get equipment serviced.

Training, Training, Training, Training, TrainingTraining

Hardware, software, and underware.Hardware, software, and underware. Training pays off.Training pays off. Try to find trainers with law firm Try to find trainers with law firm

experience.experience.

Computer EquipmentComputer Equipment

Almost a commodity now.Almost a commodity now.– Hard to make a bad choice (but can be done).Hard to make a bad choice (but can be done).– Don’t buy the least expensive from a swap meet.Don’t buy the least expensive from a swap meet.

Local computer super store vs. mail order unless Local computer super store vs. mail order unless you are unfamiliar with computers and need a local you are unfamiliar with computers and need a local vendor for one-on-one support.vendor for one-on-one support.

““Sweet spot” of performance vs. price changes Sweet spot” of performance vs. price changes frequently.frequently.

Price stays about the same over time; performance Price stays about the same over time; performance increases. increases.

Law office applications do not require high-Law office applications do not require high-performance computers, except for speech performance computers, except for speech recognition; however, loading many programs at recognition; however, loading many programs at once uses lots of RAM.once uses lots of RAM.

Desktop Desktop computerscomputers

Computer EquipmentComputer Equipment Cost:benefit decision.Cost:benefit decision. CostCost: about two to three times that of a desktop computer, : about two to three times that of a desktop computer,

with parts and service proportionately as expensive; with parts and service proportionately as expensive; smaller screen, keyboard, and pointing device (although smaller screen, keyboard, and pointing device (although can be used with desktop monitor, keyboard, and mouse).can be used with desktop monitor, keyboard, and mouse).

Benefits:Benefits: work anywhere, anytime: home (ugh!), vacation work anywhere, anytime: home (ugh!), vacation (triple ugh!!!), client’s office or hospital room, deposition, (triple ugh!!!), client’s office or hospital room, deposition, courthouse. Possible to have every factum and document courthouse. Possible to have every factum and document associated with the pending case on a notebook computer, associated with the pending case on a notebook computer, giving you instant access to pleadings, discovery, business giving you instant access to pleadings, discovery, business records, etc. records, etc. SeeSee practice management systems, practice management systems, suprasupra..

Wide variation in cost, features, size, and weight.Wide variation in cost, features, size, and weight. If only need extra computer for home use, consider two If only need extra computer for home use, consider two

desktop computers instead of the additional cost of and desktop computers instead of the additional cost of and having to lug around a notebook computer, and having to lug around a notebook computer, and synchronize data on both. synchronize data on both.

Notebook Notebook computerscomputers

Computer EquipmentComputer Equipment

Some functions of a desktop or notebook Some functions of a desktop or notebook computer in a much smaller size for much less computer in a much smaller size for much less cost.cost.

Choices:Choices:– Palm (the original manufacturer of hand-helds).Palm (the original manufacturer of hand-helds).– Pocket PC (mini-Windows operating system).Pocket PC (mini-Windows operating system).

Palm OS synchronizes with more legal Palm OS synchronizes with more legal applications.applications.

Talk to lawyers you see using them, and ask Talk to lawyers you see using them, and ask their opinions regarding usefulness.their opinions regarding usefulness.

Personal Digital AssistantsPersonal Digital Assistants

Computer EquipmentComputer EquipmentPersonal Digital AssistantsPersonal Digital Assistants

Computer EquipmentComputer Equipment CPU: Intel Pentium IV-class.CPU: Intel Pentium IV-class. CPU speed: 1,000 MHz and greater.CPU speed: 1,000 MHz and greater. RAM: 256 Mb. and higher.RAM: 256 Mb. and higher. Hard disk storage: 40 Gb. minimum.Hard disk storage: 40 Gb. minimum.

– Office suites consume 400 Mb. to 800 Mb. all by Office suites consume 400 Mb. to 800 Mb. all by themselves.themselves.

– Consider that scanned images take up more space than Consider that scanned images take up more space than word processing documents take.word processing documents take.

Computer EquipmentComputer Equipment Universal Serial Bus (USB) port – standard Universal Serial Bus (USB) port – standard

equipment.equipment. CD ROM (standard equipment) or DVD.CD ROM (standard equipment) or DVD. CD-R - re-writeable CD ROM drive CD-R - re-writeable CD ROM drive

recommended for high capacity portable recommended for high capacity portable storage, instead of:storage, instead of:

USB drive.USB drive. Modem: v. 90 – standard equipment.Modem: v. 90 – standard equipment. Uninterruptible power supply – optional, Uninterruptible power supply – optional,

depending on chances of power loss or brown-depending on chances of power loss or brown-outs in your area.outs in your area.

NetworkingNetworking

Makes everyone more efficient and Makes everyone more efficient and increases collaboration.increases collaboration.

Peer-to-peer network is built into Peer-to-peer network is built into Windows operating system.Windows operating system.

Dedicated server network for more than Dedicated server network for more than five to 10 users, depending on level of five to 10 users, depending on level of concurrent access to common files.concurrent access to common files.

Avoid wireless networks if possible: Avoid wireless networks if possible: security and speed problems.security and speed problems.

Backup, Backup, BackupBackup, Backup, Backup

Computer EquipmentComputer Equipment

Tape drive recommended:Tape drive recommended:– DAT is best and more expensive; Travan is less reliable and less DAT is best and more expensive; Travan is less reliable and less

expensive.expensive.– Capacity sufficient to backup entire hard disk drive with one Capacity sufficient to backup entire hard disk drive with one

tape.tape.– Software to schedule backups automatically and restore Software to schedule backups automatically and restore

operating system as well as files. operating system as well as files. – Use rotation of at least 10 tapes to span several months in case Use rotation of at least 10 tapes to span several months in case

error goes undetected for weeks or months or you discover an error goes undetected for weeks or months or you discover an important file was deleted. important file was deleted.

– Last line of defense against loss of all data due to:Last line of defense against loss of all data due to:» Equipment failure.Equipment failure.» Theft.Theft.» Operator error.Operator error.» Intentional deletion of data.Intentional deletion of data.

– Inability to quickly restore your programs and data will cost you Inability to quickly restore your programs and data will cost you thousands of dollars, possible loss of clients, potential thousands of dollars, possible loss of clients, potential malpractice claims, and plenty of grey hairs. malpractice claims, and plenty of grey hairs.

– All computer equipment will fail eventually, and Murphy’s Law All computer equipment will fail eventually, and Murphy’s Law dictates it will be at the worst possible time. dictates it will be at the worst possible time.

Disaster Recovery Plan

Computer EquipmentComputer Equipment

Resist temptation to use other storage media Resist temptation to use other storage media with less capacity than entire hard drive, e.g., with less capacity than entire hard drive, e.g., CD ROM.CD ROM.

Time required to restore from partial backups Time required to restore from partial backups negates the initial cost savings of a less negates the initial cost savings of a less expensive system. expensive system.

Disaster RecoveryDisaster Recovery®® feature of backup software feature of backup software restores operating system and backup software restores operating system and backup software from CD ROM.from CD ROM.

Keep all programs and manuals in a safe place. Keep all programs and manuals in a safe place.

Disaster Recovery Plan

Computer EquipmentComputer Equipment

Included with most computers, but don’t assume Included with most computers, but don’t assume it works automatically.it works automatically.

Configure it properly, and keep it updated.Configure it properly, and keep it updated.– Ineffective against new viruses, needs the latest virus Ineffective against new viruses, needs the latest virus

signature file (like the flu vaccine is changed every year) signature file (like the flu vaccine is changed every year) downloaded from the vendor’s Web site. downloaded from the vendor’s Web site.

Norton Anti-Virus, McAfee Virus Scan, and Trend Norton Anti-Virus, McAfee Virus Scan, and Trend PC-cillin are popular.PC-cillin are popular.

Need to protect all access points:Need to protect all access points:– Floppy and CD drives.Floppy and CD drives.– Internet e-mail.Internet e-mail.– Internet file downloads.Internet file downloads.

Especially important if you use Word or Outlook.Especially important if you use Word or Outlook.

Virus Protection

Computer EquipmentComputer Equipment Monitor: 17-inch recommended, bigger if you Monitor: 17-inch recommended, bigger if you

need or can afford it; for smaller footprint, thin need or can afford it; for smaller footprint, thin panel monitor prices have dropped.panel monitor prices have dropped.

Printer: Depends on needs:Printer: Depends on needs:– Small office, low volume: all-in-one (printer, copier, Small office, low volume: all-in-one (printer, copier,

scanner, and fax) will probably suffice, but get the laser scanner, and fax) will probably suffice, but get the laser not the color.not the color.

– Hewlett-Packard is the industry standard: reputation Hewlett-Packard is the industry standard: reputation for quality, reliability, and support; prices are for quality, reliability, and support; prices are competitive.competitive.

– Key features: single bin, multiple bin, manual feed for Key features: single bin, multiple bin, manual feed for envelopes, dedicated envelope feeder, speed, envelopes, dedicated envelope feeder, speed, resolution, laser (black only, but recommended) vs. resolution, laser (black only, but recommended) vs. inkjet (color, but not used widely in law office inkjet (color, but not used widely in law office documents). documents).

Computer EquipmentComputer Equipment Scanner and OCR (optional, depending on your needs):Scanner and OCR (optional, depending on your needs):

– Scanner converts documents into image files (collection of Scanner converts documents into image files (collection of dots).dots).

– Optical Character Recognition software converts the dots into Optical Character Recognition software converts the dots into letters, lines, etc. Minimum acceptable accuracy is 99 percent. letters, lines, etc. Minimum acceptable accuracy is 99 percent. Too much error correction requires extensive editing and Too much error correction requires extensive editing and nullifies time savings.nullifies time savings.

– Scan other party’s interrogatories to avoid retyping the Scan other party’s interrogatories to avoid retyping the questions when you prepare answers. questions when you prepare answers.

– Scan (but don’t OCR) documents you want to have in your PMS Scan (but don’t OCR) documents you want to have in your PMS for quick access and portability.for quick access and portability.

– Sheet feed scanner has smallest footprint.Sheet feed scanner has smallest footprint.– HP CapShare hand-held scanner.HP CapShare hand-held scanner.– Most scanners today designed for photos.Most scanners today designed for photos.– Higher dot per inch (dpi) the better.Higher dot per inch (dpi) the better.– Upgrade to the standard version of the OCR software that comes Upgrade to the standard version of the OCR software that comes

with the scanner.with the scanner.– Recommend Caere OmniPage or Abbey Fine Reader OCR Recommend Caere OmniPage or Abbey Fine Reader OCR

software, and PaperPort image management software (TWAIN software, and PaperPort image management software (TWAIN compliant).compliant).

Sole Practitioner Basic Law Sole Practitioner Basic Law Office Technology BudgetOffice Technology Budget

Office telephone: Office telephone: $ 50 - 200$ 50 - 200 Desktop computer: Desktop computer: 500 - 1,500 500 - 1,500 oror Notebook computer: Notebook computer: 800 - 3,500 800 - 3,500 Copier/printer/fax/scannerCopier/printer/fax/scanner 600 600 Tape drive and tapes: Tape drive and tapes: 500 500 Office suite programs: Office suite programs: 0 - 450 0 - 450 Time/billing/accounting program:Time/billing/accounting program: 450 - 450 -

1,1001,100 Cell phone: Cell phone: 0 - 150 0 - 150 UPSUPS 75 75 Personal Digital Assistant:Personal Digital Assistant: 250 250

The EndThe End

The McNeill Group, Ltd.The McNeill Group, Ltd.

Over a decade helping law firms Over a decade helping law firms increase efficiency, productivity, and increase efficiency, productivity, and profitability:profitability:– Work flow analysis.Work flow analysis.– Systems design.Systems design.– Implementation.Implementation.– Training.Training.– Support.Support.

Robert S. McNeill, J.D.Bob@McNeillGroup.org

301-502-7209 1-877-862-5277