Law Office Technology Law Office Technology OverviewOverview

By Joe KashiBy Joe Kashi

Effective automation is a cornerstone of Effective automation is a cornerstone of any successful law practice but requires any successful law practice but requires good planning and user group input.good planning and user group input.

Don’t just throw a lot of bleeding edge Don’t just throw a lot of bleeding edge technology, expensive hardware and staff technology, expensive hardware and staff time at what is really a law practice time at what is really a law practice management and planning issue.management and planning issue.

Purchase only the hardware and software Purchase only the hardware and software that you will be able to install and begin that you will be able to install and begin using within the next two months or so. using within the next two months or so.

Purchasing binges are inefficient. Purchasing binges are inefficient.

Buy mainstream technology and avoid Buy mainstream technology and avoid dead-end and “bleeding edge” technologydead-end and “bleeding edge” technology

Store all imaged documents and electronic Store all imaged documents and electronic file on a network file server file on a network file server

Be sure that you have the hardware to Be sure that you have the hardware to completely back up your network file server completely back up your network file server every evening, and be sure that you actually every evening, and be sure that you actually do itdo it. .

Decide what document imaging file format Decide what document imaging file format you’ll use. Avoid highly proprietary formats.you’ll use. Avoid highly proprietary formats.

Adobe Acrobat’s PDF format includes an Adobe Acrobat’s PDF format includes an archival version, the de facto standard.archival version, the de facto standard.

Buy fast but still cost-effective computers, Buy fast but still cost-effective computers, particularly for image preparation. Intel particularly for image preparation. Intel Core 2 Duo, AMD Phenom, Athlon 64 x2Core 2 Duo, AMD Phenom, Athlon 64 x2

Hard disk performance is crucial - Hitachi Hard disk performance is crucial - Hitachi SATA and Western Digital Raptor drives SATA and Western Digital Raptor drives fastest. Use Diskeeper to defragment.fastest. Use Diskeeper to defragment.

You’ll need fast color laser printers if You’ll need fast color laser printers if you plan to use a digital filing systemyou plan to use a digital filing system. . I I now prefer Konica Minolta 5440, 5570.now prefer Konica Minolta 5440, 5570.

Ideally, you’ll be using many more color Ideally, you’ll be using many more color photos for all purposes, including photos for all purposes, including attachments to complaints and attachments to complaints and pleadingspleadings

Combining a scanner, Adobe Acrobat, Combining a scanner, Adobe Acrobat, and laser printer also works well as a and laser printer also works well as a copier in your officecopier in your office. .

Digital Dictation – Dragon Legal Digital Dictation – Dragon Legal

Office Suites – Microsoft Office is Office Suites – Microsoft Office is basically the only game in townbasically the only game in town

Litigation Support: CaseMap, Litigation Support: CaseMap, TimeMap, NoteMap, TextMapTimeMap, NoteMap, TextMap

Case Management: Pro Law, Time Case Management: Pro Law, Time Matters, AmicusMatters, Amicus

By working with the full purchased By working with the full purchased version of Acrobat 8 Professional version of Acrobat 8 Professional (about $300 to $450 per copy street (about $300 to $450 per copy street price), you’ll be able to index and price), you’ll be able to index and bookmark your PDF litigation filesbookmark your PDF litigation files

The full version of Acrobat includes The full version of Acrobat includes PDF writing softwarePDF writing software which acts as a which acts as a selectable general printer available to selectable general printer available to all application programs. all application programs.

The most efficient scanners for The most efficient scanners for handling document imaging are USB handling document imaging are USB 2.0 high speed sheet-fed scanners2.0 high speed sheet-fed scanners

Preferred workgroup scanners: Canon Preferred workgroup scanners: Canon DR-2580, Xerox 252/262/272DR-2580, Xerox 252/262/272

Fujitsu ScanSnap on each desk. Good Fujitsu ScanSnap on each desk. Good software, low cost, includes Acrobat software, low cost, includes Acrobat Standard, which is inexpensive to Standard, which is inexpensive to upgradeupgrade

Newly introduced scanners are much Newly introduced scanners are much better and more efficient than scanners better and more efficient than scanners introduced two or three years ago.introduced two or three years ago.

Faster high-production SCSI scanners Faster high-production SCSI scanners by Canon, Fujitsu and others scan up by Canon, Fujitsu and others scan up to forty to fifty sheets per minute but to forty to fifty sheets per minute but cost several thousand dollars and are cost several thousand dollars and are not a good value for the small or not a good value for the small or medium law office.medium law office.

Many digital photocopiers can be Many digital photocopiers can be upgraded to include direct-to-network upgraded to include direct-to-network scanning, but at a high incremental scanning, but at a high incremental cost and are not a good valuecost and are not a good value. .

A good multi-function device such as A good multi-function device such as HP’s Laserjet 3380mfp combines basic HP’s Laserjet 3380mfp combines basic scanning, faxing, laser printing and scanning, faxing, laser printing and copying capabilities but is quite copying capabilities but is quite unsuitable for regular scanning use.unsuitable for regular scanning use.

A compact portable scanner is handy A compact portable scanner is handy for occasional use but tends to badly for occasional use but tends to badly skew documents. Carrying a light skew documents. Carrying a light regular scanner such as the Fujitsu regular scanner such as the Fujitsu ScanSnap S500 is much more effective.ScanSnap S500 is much more effective.

You’ll need also need a high quality You’ll need also need a high quality flat-bed scanner.flat-bed scanner. I like the Epson 4490 I like the Epson 4490