Law Practice Platform Design
I just wanted to publish this white paper that I drafted in my blog. At the moment, I am exploring the posibility of publishing this paper in a print publication. In the near future, I will turn this paper into a Wiki, and use it as a starting point for a peer contribution piece.
Please note that the random numbers that appear throughout the piece refer to endnotes.
LEGAL PRACTICE
PLATFORM DESIGN
* Synopsis
It is impossible to ignore the speed at which technology is progressing at this point. As any observer can see, practically every business is in the process of altering their business practices in order to more affectively utilize technology to boost efficiency and save costs. The legal profession is certainly no different. This report will address the fact that the traditional law firm office will soon be a thing of the past, showing that modern office and law practice technology may be utilized to do away with traditional office practices. Further, this report will show that a law firm may ‘exist’ in cyberspace, utilizing personnel, assets, and data, which physically may sit anywhere in the globe, seamlessly and more efficiently than under a traditional model.
* The Problem
Compared to what is currently possible, the traditional law firm business model is grossly inefficient, and at times, entirely wasteful. More importantly, attorneys are not capable of capitalizing on valuable resources without the use of modern technology. Further, expenditures that made sense using older business models do not make sense under newer business models. The corollary of this, which is of course also true, is that expenditures that are desirable and necessary do not fit well within older business models.
Under the traditional framework, a law firm typically will lease large amounts of office space. Within this office space, the firm houses literally hundreds of pounds of paper files, forms, books, bills, etc. The paper is physically handed from person to person, and quite often money is spent to create duplicates of the paper. The firm employs secretaries to manage all of this paper. Paralegals and clerks are used in order to facilitate the interaction between the lawyers and the paper. Once work begins, lower level attorneys and support staff are used to facilitate the interaction between the partners. These people are also charged with the responsibility of keeping track of the law, procedural rules, and deadlines. All of these people are given desks and offices within the firm’s office space. In a larger firm, the practice areas are departmentalized, resulting in duplicative work when issues overlap. Worst of all, people need to be paid who’s job it is to make sure that the clients are paying the law firm. When a new case or project begins, relatively small amounts, if any, of the already completed work can be reused.
It is clear that this process is, at best, less than perfect. In fact, many would agree that this business model is downright awful. However, this is exactly the way that practically all firms do business. In a perfect world, these types of wasteful and inefficient practices would be eliminated. That perfect world is today.
This report will show that modern technology may be utilized to solve all of the above stated problems, among many others. With the exception of a conference room for conversing with clients, actual office space is unnecessary. Computer hardware may be used to allow attorneys to interact seamlessly in cyberspace, instantly sharing information. Single copies of client files need only exist on a computer server. Scanners may be used to turn paper files into digital files, which may be duplicated instantly and without cost. Using law practice software, deadlines and procedural rules may be automatically tracked, and updates and to-do lists may be automatically updated. Billing may be done automatically. Key legal decisions, writings, and forms regarding all topics of law may be stored for easy use at a later date. Digital phone technology can be used to rout phone calls to appropriate parties, and the internet may be used to recruit staff and advertise the firm’s services. The list of benefits is practically endless. More importantly, the money that is saved by providing a more efficient work environment easily pays for the technology expenditures and allows the firm to easily grow.
* The Basics
The most fundamental component of the solutions suggested herein is the implementation of a central computer server center. The server center is essentially the hub of all of the firm’s business. Due to the fact that networking and internet resources will be used, the computer server center can conceivably exist anywhere in the world, and the system’s users will never know the difference. However, these systems will need to be physically serviced from time to time. Therefore, it is recommended that the computer equipment is housed in a location that is convenient in this regard. Notwithstanding this fact, the only real constraints on the location of the equipment is that the equipment must be located in a room that is well ventilated, and the building where the equipment is housed must be wired for high-speed internet access with a static internet protocol (IP) address1.
It is not necessary for the purposes of this report to understand exactly how each of the hardware components work or how they interact on a technical level. Rather, it is only important to understand what components are required or desirable, and how each component fits into the larger scheme. To this end, a rudimentary diagram is included:
The Broadband Internet Connection: This is the main connection between the computer hardware and the internet. Most areas are covered by several telecommunications providers who can supply this connection. Based on projected need, pricing and sometimes cable type is decided upon in terms of bandwidth2. Further, the firm will have to contract with the provider for a static IP address3. Basically, what this static IP purchase accomplishes is that the firm’s server has a permanent address on the internet4.
The Domain Gateway: This is the physical piece of hardware into which one plugs the internet connection. This device acts as the gatekeeper for the network of computer systems. Without this piece of hardware, anyone could simply enter the computer network. This device also acts like a traffic director, interfacing between the internet (that which is in front of the gateway) and the local area network, or LAN (everything that is located behind the gateway), and directing messages to their proper location5.
The Domain Server: This is a computer server that typically does everything except hosting the data. The list of services that should or could be hosted on this server is quite lengthy and unnecessary to list in this report; however a few key features must be noted. First, this server controls the security for the system, dictating who may access the system, and what they may do while accessing the system. The security features may be set in great detail, precluding a user’s access to individual files when such access is not necessary or desirable, allowing a user to view but not alter a specific file, etc. Second, this server hosts services that are known as ‘managed services’, which are basically services which, for lack of better words, condition or cleanse the data. A good example of managed services is an anti-virus or anti-spam program. Third, this server may be used to host the firm’s website and email/calendar systems (also known as an ‘exchange server’6). It is important to note that since all of the benefits (i.e. security, privacy, etc.) are imputed upon the remainder of the hardware.
The Terminal Server: This is an additional computer server and it has two primary purposes. First, it hosts all of the ‘live’ data on the network, meaning that whatever files are on the hard drive are considered the active, current files, which are generally to be accessible to the network’s users7. Second, the server hosts the terminal services, which allow any user to login to the server and access the files without any upgrades to the user’s computer8. Each user who accesses the servers using terminal services gains access to an individual, personalized desktop interface. Regardless of which computer the user uses to access the terminal services, the user’s unique desktop is always the same (i.e. containing the same icons, access to programs, folders, etc.), left in exactly the same state as the user left it. Using this scheme, a user is able to access an individualized account from anywhere in the world, using any computer, at anytime, and functionally, it makes no difference.
The Backup System: Given the fact that all of the firm’s data is stored on the servers, it is imperative that a reliable system is used to backup and store the data. At this point in time, tape cartridges are the most desirable form of data storage due to their durability and data integrity capabilities. Connected to the servers is a separate device, containing one or more tape drives (i.e. a device that reads and writes data to the tape cartridges), several storage slots that hold extra cartridges, along with one or more auto-loaders, which function to swap cartridges between the tape drives and the storage slots. The amount of data at issue dictates the number of drives, slots, cartridges, and auto-loaders that should be used.
* Redundancy
Due to the fact that the entire firm’s business is dependant upon the constant functionality of these computer systems, it is recommended that certain redundant systems are integrated into the system9. The levels of redundancy that are implemented usually depend upon several factors, including the budget of the project, the sensitivity of the data, the foreseeable risk of equipment or service failure, etc. In any case, certain redundancy systems are almost always implemented. For example, the tape backup systems that are outlined above. A further redundancy system that is always used is some sort of device that keeps the system running in the event of a power failure, often referred to as an uninterrupted power supply, or UPS. Other devices that are commonly used maintain data integrity and functionability are spare hard disk drives that are mounted within the servers via a RAID array10, which simply functions to store identical copies of the data to be used in the event that the primary hard drives fail.
* Office Management Hardware
Thankfully, most traditional office management tools have been replaced by computer software or off-site services. To note a popular example, the office rolodex, although still used by many individuals, has largely been replaced by contact management software like Microsoft Outlook. However, there are still a few pieces of physical office management tools that are needed in order to implement our business model.
Due to the fact that our business model seeks to do away with traditional paper files, one of the key office management devices is a proper printer and scanner. Depending on the exact method that the firm does business, several printing/scanning devices likely are required. In today’s marketplace, solutions exist that satisfy the needs of the single-person office all the way up to the largest firms around. The important factors to consider when choosing a solution are the speed in which the device scans, and the speed in which the device prints. In any case, the devices all must be connected to the servers either through a hard wire local networking connection, or via an internet connection.
A second piece of critical office management hardware is communications equipment. Traditionally, phone calls were routed to an office receptionist, secretary, or answering service of some kind, and the calls were then routed to the proper phone within the office. However, this system is efficient since it is dependant upon the fact that the desired party is usually located at the same physical location. Although this report is not designed to delve deeply into modern telephony, two pieces of technology are noteworthy.
Several manufacturers offer telephone services that use an ‘IP Phone’ handset rather than the traditional handset. Rather than connect to a standard telephone line, IP Phone handsets connect directly to an internet cable and the phone is easily programmed on the spot. Once programmed, the user logs into the telephone system and that telephone handset now acquires the user’s phone number. In other words, a specific user, who usually sits in an office in New York, may plug his phone in at a hotel in Los Angeles and that phone will ring when a client calls his New York number.
Similar to the IP Phone concept is the use of digital phone routing technology. Rather than programming individual handsets to acquire specific phone numbers, digital phone vendors afford their customers the ability to automatically forward phone calls to any number of ordinary handsets. In most cases, this is easily done using the vendor’s website, and listing which telephones should ring when a specific digital phone line is called. Further, most digital phone vendors offer related useful tools, like the ability to send specific cell phones a text message when a voice mail is received. It should also be noted that digital phone services are substantially less expensive than an IP Phone service contract.
* Law Practice Management Software
Although this report is not an endorsement or proposal for any particular software solution or vendor, it should be noted that the leading law office management software packages on the market are Abacus Law, PC Law, and Amicus Law. These software suites, along with a very small number of lesser known packages, are designed to completely manage the entire law practice. Several other software solutions are on the market, which are not designed to completely manage all aspects of the firm, but rather are targeted to particular needs (ex. case management, billing, time mapping, etc.)11.
Certain particular features are especially key, and are therefore included in all of the software packages that purport to manage the practice. Most import is the ability to keep track of billing. This is generally regarded as the most helpful of the software features, as it allows attorneys to quickly and easily keep track of billing, allowing for even more billable hours since the software will aggregate tiny increments of otherwise billable time that is usually left out of traditional time charts. If the software package also includes an accounting component, the user enjoys the convenience of the billing information to ‘flow’ into the accounting books.
Another key feature is the ability to keep track of documents. Once paper documents are scanned and digital files are created, most law practice management tools provide for the ability to associate specific files with specific matters. All sorts of other information is usually kept within the digital case file, including legal authorities, notes, to-do lists, etc. Depending on the software package, users may even be able to keep track of court rules, deadlines, procedural issues, and other collateral information.
The ability to exercise greater control over your documents is also an important feature. Most software packages will allow you to compile your own library of forms, synching with the contact management database and inserting client information where appropriate. The software usually will insert proper case captions or client headings automatically. Moreover, the software keeps track of document locations, allowing users to locate, edit, and print documents quickly.
It should also be noted that many software packages will also synch-up with the user’s Microsoft Outlook database. If this feature is used, the contact and calendaring features of each of the pieces of software will operate together, allowing the user to take advantage of the totality of information regardless of which piece of software is used at the given moment.
These software packages are also useful for automating otherwise tedious tasks that a firm must perform as part of its routine. For example, the software can be used for automatic conflict checks, billing and past-due notice generation, staff calendaring, 1099 reporting, trust account management, and more.
Many other features are also available, and a complete list is available directly from the manufacturers’ websites. It should be noted however that whichever software package is utilized, it must be compatible with the terminal server addressed above. Many of the software packages on the market support terminal services, and the manufacturers’ white papers concerning the issue should be submitted to the networking vendor.
* A Note On Information Sharing
It is often desirable and advantageous to share information between departments and task groups. Since all of the data is conveniently stored on the servers, all users may potentially gain access to all of the data in an easy and efficient manner. However, the need to keep data secure and maintain data integrity must be balanced with the desire to share information. Therefore, it’s important that proper security settings are constantly maintained. For example, active members of a case may have full access to all files within the case; a member of the support staff assigned to the case may have access to maintain some but not all of the records; and, an observer of the case may only have access to view certain files.
There are two types of security that the reader should become familiar with: Domain level security and file level security.
Domain level security refers to the security policies that apply to a certain user or group of users across the entire system. The most basic type of domain level security is the granting of a user name and password to a user, which will allow the user to access the system. Domain level security broadly defines policies that apply to the respective user. For example, the policies may stipulate that the user is an administrator, that the user may view but not alter files, that the user may not create new files, etc.
For larger operations, simply using domain level security is not recommended and usually inconvenient. For many reasons, it is often desirable that the administrators specify which security policies should apply to each specific file and folder for each of the users. For example, an entry-level associate probably has no business accessing the financial records of the firm, a paralegal probably has no business deleting files from a case that the paralegal has never been assigned to, it may be undesirable to allow even a senior partner to overwrite sensitive documents at time, etc.
File level security is the technological equivalence of a locked file room with an employee who makes sure that only authorized personnel are permitted to access each of the files. However, the technological solution is far superior since the human equivalent is not able to stipulate what a person does with each piece of paper within the file once the paper file has changed hands. Using file level security, we can now dictate who is able to see each individual item, who is able to change items, and who is able to insert new items into the case file.
Security is not the only reason for this approach. One reason why file level security is appropriate is that a firm will want to prevent its employees from accidentally deleting or changing files. Additionally, the firm may wish to set up a ‘Chinese wall’ and preclude a certain attorney from accessing materials pertaining to a specific matter. Further, the firm may wish to bring in another firm for work on a specific matter and only allow access to a single case file for ethical reasons.
One principal information sharing issue that, to the author’s knowledge, has not yet been solved by law practice software is the fact that it is often desirable for employees of a law firm to share memos, forms, and case squibs regarding popular legal issues. One simple solution is to file all of this information in digital form within structured folders and sub-folders that are globally accessible. A better solution is the development of a custom database system with a user front end that allows a user to visually sort through the information, saving hours of duplicative work time.
To this end, we suggest utilizing a database system similar to the West KeyCite system, along with the capability to conduct text searches of the actual documents. The firm along with the software architect would compile a list of categories and sub-categories, each of which will include a unique tag number. The software would integrate with the user’s word processor, PDF viewer, fax viewer, and any other software that the user would use to view documents. The user could simply click on a button to bring up a window that can modify the database, and instruct the database which tag numbers correspond to the respective file. Later, a user could search the database for all files having to do with a certain area of law, and the user would simply click on a link that will load the requested file.
The advantages to this type of system are great, and best illustrated by way of an example: Let’s say that an attorney is working on a big case involving a real-estate related litigation. Specifically, the attorney is researching and drafting papers regarding the enforceability of a certain clause in a contract. Without the software, the attorney would need to contribute his findings to a brief bank, or something similar, and that attorney may very well decline to do this, opting to keep his specialized knowledge of a specialized area to himself.
Using the suggested type of software, the work product stays where it is, and by its nature is accessible to anyone who is given the appropriate security clearance. Moreover, the attorney may be forced to tag his documents using the software, since the software may send an alert to the attorney’s superior if the attorney fails to tag his documents. Some time in the future, a different attorney may access the database and search for work research documents related to the same narrow issue that was researched by the previous attorney, either by searching by tag numbers, or by conducting a text search of the actual documents. This later attorney is now directed to the research memos that have already been compiled by the earlier attorney. Here, much of the research has already been completed, and reusable documents have already been drafted. Therefore, the attorneys save lots of time and they do not need to perform duplicative work.
In a world of flat-rate billing, this is a huge windfall, as earlier work can easily be used for years to come. On the other hand, if the client is being billed hourly and attorney billable hours are being tracked for each individual attorney, some system may need to be devised that could attribute billable hours properly.
* WEB Services
The internet is currently capturing more and more of the information market share. Due to this fact, it is usually not enough to simply maintain a web site that advertises the firm’s services. Rather, clients and prospective clients are looking for something more when analyzing a firm’s website. Further, well written, information intensive web content may substantially boost a firm’s clout within the legal community. Given the fact that the vast majority of law firm websites have not made the move to a higher-tech look, implementing the suggesting stated herein may dramatically increase client interest in the firm.
The first step is the development of an attractive, user-friendly website. Traditionally, website developers relied almost entirely on HTML12. Today however, the trend is to move away from HTML, and to rely more heavily on a scheme that uses an interactive ‘wrapper’ to enclose the website in highly interactive and graphic intensive content. To this end, Adobe Flash13 along with advanced graphic design software packages is often utilized in order to create the look and feel symptomatic of the more ‘cutting edge’ law firm websites14.
In order to keep the website up to date, many website developers incorporate server-side scripting technology into the website15. Using this technology, user can create dynamic website content in an easy and efficient manner. Many vendors currently offer software solutions that are easily integrated into the website, allowing a layperson to update website content using an easy to use graphical interface.
Besides the update and generation of law firm website content, many practitioners use server-side scripting technology to generate their blog entries16. Today, more and more practitioners maintain blogs that discuss particularly relevant legal issues, which relate to the practitioner’s area of practice. It is highly recommended that practitioners maintain a personal blog, or in the least a group of practitioners should maintain the blog, since a well written blog attracts interested parties, and the practitioner may increase the firm’s client base, along with increasing the practitioner’s clout in the legal community.
Another potential use of server-side script is the utilization of a web site service that allows a client to login to an account and check on the status of the client’s representation. To the author’s knowledge, none of the out-of-the-box legal software packages include such a feature; however, a custom designed system may be less onerous than one would imagine. Simply stated, a programmer could easily design a database that is maintained on the firm’s Domain Server, which contains certain client information. The database could be accessed and updated using a login system that appears on the website, which would display the data in a user-friendly manner.
This login system could be as simple or as complex as is desirable. Simply maintaining a system where case updates and simple communications are stored is a very easy process. More complex would be a system that allows a client to view digital copies of specific records and documents, a graphical timeline of the case, document uploads, graphical charts of case analyses, etc. The most complex system of this type would connect directly to the law office management system and allow the client to view all sorts of information and work product related to the representation in real time. Given the complexity of this final suggestion, it is probably best to simply wait for the manufacturers to incorporate such a feature into their product lines; however, all of the former suggestions may be implemented with relative ease.
A noteworthy utilization of the website login system is the implementation of software that allows for custom and automated document assembly based upon the input of the user. For example, a client may fill in a simple form and the system generates a retainer agreement, which the user may execute via electronic signature and pay for via credit card or electronic fund transfer. The user may then fill out further forms, and the system can automatically generate transactional documents like real estate contracts, operating agreements, sales contracts, etc. It is obvious that this method of doing business saves considerable time, and allows for alternative billing methods.
The one downside of website content, blogging, and login systems is that a user must actually visit the content provider’s website in order to take advantage of the new information. To overcome this inherent disadvantage, many websites are starting to use RSS feeds17 in order to more effectively share information. Using this technology, the firm is able to digitally publish short articles, which a user may subscribe to, allowing the user to view news and article headlines on their personal homepages in real time. Further, the firm’s own website may subscribe to other RSS feeds, displaying interesting headlines on the firm’s website.
A further use of technology that allows content providers to instantly distribute content to subscribers is the utilization of podcast technology18. Maintaining a podcast may be a great way for a firm to keep practitioners and other interested parties informed regarding areas of law that the firm specializes in. Simply stated, this technology allows attorneys to record an audio or video presentation, and subscribers may use their podcast client software to automatically download content as soon as it is published.
Lastly, it should be noted that competition among vendors who supply the custom designed software and the setup of the third-party software mentioned above is especially fierce. In fact, once the hardware is installed, the software can be designed and implemented from anywhere in the world. There is a trend in the market whereby firms are appearing that purport to specialize in custom law practice computer solutions. Although this report does not purport to endorse or criticize any specific provider, it should be noted that many of these firms charge considerably more for their services due to the fact that the owners know that they are dealing with a law firm. These firms generally employ the same type of people that smaller computer consulting providers employ. In fact, due to the popularity of the internet software solutions proposed in this section, individual freelancers are often the best choice, since they are equally as knowledgeable, yet charge a fraction of the price.
It should also be noted that there is no single Web solution that is expected to revolutionize the industry. Rather, a great variety of technologies are quickly becoming available. As time goes on, we will see more and more firms utilizing Web-based resources, and eventually clients will come to expect their attorneys to utilize Web-based software throughout their representation of the client. For example, the day may come that clients will naturally expect that they will be able to monitor case progress online.
It’s difficult to predict exactly what will become the industry standard in the years ahead, but given the importance on case monitoring and money management, it is probably safe to say that an online case progress monitoring system and an online accounting and billing system may very well become industry norms sometime in the future. In any case, given the fact that the legal industry as a whole is generally slow to adopt new technologies and business models, the adoption of new technology solutions within the legal profession will likely be gradual.
* Future Expansion
One of the great benefits of this scheme is the fact that it provides for almost endless expansion. As far as the computer systems are concerned, adding additional employees to the system takes but a few moments. In fact, this system is particularly well suited to expanding the practice by using employees who work from a home office.
As time goes by, more employees will usually be added to the system and more data will be created; this is not a problem. As the diagram that appears on Page 3 illustrates, the system is modular. Additional servers may be added in order to add more computing power to the system, and additional hard drives and backup system may be added in order to support the additional data. Further, all of the vendors that produce law office practice software release updates and add-ons from time to time, and additional website services can easily be added.
What may also be attractive to some attorneys is the possibility to use their existing data and infrastructure to further a ‘one-off’ or limited purpose firm. Specifically, a group of attorneys may decide to pool their resources and work on a specific project. Using their respective technology platforms, they can allow each attorney to access the information and resources of every attorney in the group. Further, the law practice management software usually can be configured to accommodate this type of setup. Moreover, the server-side backend for any Web resources can simply be displayed to client using a different graphical ‘wrapper.’ When the project is completed, the attorneys can simply severe their digital ties, resurrecting them in the event that the project continues at a later date.
As a final note, the day may come when almost the entire law office becomes a thing of the past. As noted above, the primary reason that a physical office is required is for face to face communication with clients and colleagues. Very recently, Cisco Systems released a new piece of technology called TelePresence19. This technology uses large, high definition LCD displays along with high definition cameras and high fidelity audio equipment to completely simulate the face to face meeting. Specifically, the users, who may physically be sitting anywhere in the world, see each other in life size, and are able to see and hear everything in real time, without the skipping and low quality symptomatic of traditional videoconferencing. One day this technology may completely change the way that all businesses conduct themselves, and the practice of law will follow suit.
1 “Static IP addresses are used to identify semi-permanent devices with constant IP addresses. Servers typically use static IP addresses. The static address can be configured directly on the device or as part of a central DHCP configuration which associates the device's MAC address with a static address.” See http://en.wikipedia.org/wiki/IP_Address (last visited 10/26/2006).
2 “In website hosting, bandwidth is the amount of information downloadable from the webserver over a prescribed period of time. In essence, it is the rate [data/time], but the time in this case is not seconds but rather a month or a week. Common connection rate terms such as 56K, broadband, etc. are also bandwidth, but are measured per second. Web hosting companies often quote a monthly bandwidth limit for a website, for example 100 GB/month. If visitors to the website download a total greater than 100 GB in one month, the bandwidth limit will have been exceeded” See http://en.wikipedia.org/wiki/Bandwidth (last visited 10/26/2006).
3 See f.n.1
4 For residential internet connection, the internet IP address changes from time to time. A static IP address allows the users to specifically connect to the firm’s server by reference to the firm’s IP address.
5 This function is commonly referred to as ‘routing’. A router is always required when doing any sort of networking, which is why residential broadband customers require a router if there is more than one computer present. In our case, the routing is done on a far greater scale, but the concept is the same.
6 “Microsoft Exchange Server is a messaging and collaborative software product developed by Microsoft. It is part of the Windows Server System line of server products and is widely used by enterprises using Microsoft infrastructure solutions. Exchange's major features consist of electronic mail, shared calendars and tasks, and support for mobile and web-based access to information, as well as supporting very large amounts of data storage” See http://en.wikipedia.org/wiki/Exchange_Server (last visited 10/26/06).
7 Data that exists only in backup form, in a form that is used for testing purposes, or in a form that is only accessible to technicians who are working on the network are all examples of data that is said to not be ‘live’. The term ‘dead data’ is generally not used.
8 All computers running Microsoft Windows already include software that allows access to terminal services. Exceptions may occur when the computer is greater than five years old, or if the computer is not running Microsoft Windows. In such a case, a free upgrade downloadable from the Microsoft website solves the problem without issue.
9 The number of backup systems are often referred to as ‘levels of redundancy.’ For example, if you have a generator that activates if the power fails, and then a battery that activates if the generator fails, the scheme is referred to as implementing two levels of redundancy, or simply, ‘double redundancy.’
10 “In computing, the acronym RAID (also known as redundant array of independent disks) refers to a data storage scheme using multiple hard drives to share or replicate data among the drives. RAID combines multiple hard drives into a single logical unit. Thus, instead of seeing several different hard drives, the operating system sees only one” See en.wikipedia.org/wiki/Raid_array (last visited 10/29/2006).
11 For an exhaustive list of law office management software solutions See http://marketcenter.findlaw.com/software.html (last visited 10/28/2006).
12 “In computing, HyperTeXt Markup LanGuage (HTML) is a predominant markup language for the creation of web pages. It provides a means to describe the structure of text-based information in a document — by denoting certain text as headings, paragraphs, lists, and so on — and to supplement that text with interactive forms, embedded images, and other objects” See http://en.wikipedia.org/wiki/Html (last visited 10/29/2006).
13 “Adobe Flash (formerly Macromedia Flash and before that FutureSplash), or simply Flash, refers to both the Adobe Flash Player and to a multimedia authoring program used to create content for the Adobe Engagement Platform (such as web applications, games and movies). The Flash Player, developed and distributed by Adobe Systems (which bought Macromedia), is a client application available in most dominant web browsers. It features support for vector and raster graphics, a scripting language called ActionScript and bidirectional streaming of audio and video” See http://en.wikipedia.org/wiki/Macromedia_flash (last visited 10/29/2006)
14 See c.f. www.stroock.com (last visited 10/29/2006); www.alston.com (last visited 10/29/2006).
15 “Server-side scripting is a web server technology in which a user's request is fulfilled by running a script directly on the web server to generate dynamic HTML pages. It is usually used to provide interactive web sites that interface to databases or other data stores. This is different from client-side scripting where scripts are run by the viewing web browser, usually in JavaScript. The primary advantage to server-side scripting is the ability to highly customize the response based on the user's requirements, access rights, or queries into data stores” See http://en.wikipedia.org/wiki/Server-side_script (last visited 10/29/2006).
16 “A blog is a website where entries are made in journal style and displayed in a reverse chronological order. Blogs often provide commentary or news on a particular subject, such as food, politics, or local news; some function as more personal online diaries. A typical blog combines text, images, and links to other blogs, web pages, and other media related to its topic” See http://en.wikipedia.org/wiki/Blog (last visited 10/29/2006).
17 “RSS is a simple XML-based system that allows users to subscribe to their favorite websites. Using RSS, webmasters can put their content into a standardized format, which can be viewed and organized through RSS-aware software or automatically conveyed as new content on another website. A program known as a feed reader or aggregator can check a list of feeds on behalf of a user and display any updated articles that it finds” See http://en.wikipedia.org/wiki/Rss_feed (last visited 10/29/2006).
18 “A podcast is a multimedia file distributed over the Internet using syndication feeds, for playback on mobile devices and personal computers. The term, as originally coined by Ben Hammersley in an article in the Guardian February 12, 2004, was meant as a portmanteau of "broadcasting" and "iPod". Like 'radio', it can mean both the content and the method of delivery; the latter may also be termed podcasting. The host or author of a podcast is often called a podcaster. Though podcasters' web sites may also offer direct download or streaming of their content, a podcast is distinguished from other digital audio formats by its ability to be downloaded automatically using software capable of reading feed formats such as RSS or Atom.” See http://en.wikipedia.org/wiki/Podcast (Last visited 10/30/06).
19 The Cisco website includes a detailed description and video demo at http://www.cisco.com/en/US/products/ps7060/index.html (Last visited 10/30/06).
Legal Practice Platform Design WHITE PAPER
Prepared By: Daniel Levy Last Updated: 11/27/06
Please note that the random numbers that appear throughout the piece refer to endnotes.
LEGAL PRACTICE
PLATFORM DESIGN
* Synopsis
It is impossible to ignore the speed at which technology is progressing at this point. As any observer can see, practically every business is in the process of altering their business practices in order to more affectively utilize technology to boost efficiency and save costs. The legal profession is certainly no different. This report will address the fact that the traditional law firm office will soon be a thing of the past, showing that modern office and law practice technology may be utilized to do away with traditional office practices. Further, this report will show that a law firm may ‘exist’ in cyberspace, utilizing personnel, assets, and data, which physically may sit anywhere in the globe, seamlessly and more efficiently than under a traditional model.
* The Problem
Compared to what is currently possible, the traditional law firm business model is grossly inefficient, and at times, entirely wasteful. More importantly, attorneys are not capable of capitalizing on valuable resources without the use of modern technology. Further, expenditures that made sense using older business models do not make sense under newer business models. The corollary of this, which is of course also true, is that expenditures that are desirable and necessary do not fit well within older business models.
Under the traditional framework, a law firm typically will lease large amounts of office space. Within this office space, the firm houses literally hundreds of pounds of paper files, forms, books, bills, etc. The paper is physically handed from person to person, and quite often money is spent to create duplicates of the paper. The firm employs secretaries to manage all of this paper. Paralegals and clerks are used in order to facilitate the interaction between the lawyers and the paper. Once work begins, lower level attorneys and support staff are used to facilitate the interaction between the partners. These people are also charged with the responsibility of keeping track of the law, procedural rules, and deadlines. All of these people are given desks and offices within the firm’s office space. In a larger firm, the practice areas are departmentalized, resulting in duplicative work when issues overlap. Worst of all, people need to be paid who’s job it is to make sure that the clients are paying the law firm. When a new case or project begins, relatively small amounts, if any, of the already completed work can be reused.
It is clear that this process is, at best, less than perfect. In fact, many would agree that this business model is downright awful. However, this is exactly the way that practically all firms do business. In a perfect world, these types of wasteful and inefficient practices would be eliminated. That perfect world is today.
This report will show that modern technology may be utilized to solve all of the above stated problems, among many others. With the exception of a conference room for conversing with clients, actual office space is unnecessary. Computer hardware may be used to allow attorneys to interact seamlessly in cyberspace, instantly sharing information. Single copies of client files need only exist on a computer server. Scanners may be used to turn paper files into digital files, which may be duplicated instantly and without cost. Using law practice software, deadlines and procedural rules may be automatically tracked, and updates and to-do lists may be automatically updated. Billing may be done automatically. Key legal decisions, writings, and forms regarding all topics of law may be stored for easy use at a later date. Digital phone technology can be used to rout phone calls to appropriate parties, and the internet may be used to recruit staff and advertise the firm’s services. The list of benefits is practically endless. More importantly, the money that is saved by providing a more efficient work environment easily pays for the technology expenditures and allows the firm to easily grow.
* The Basics
The most fundamental component of the solutions suggested herein is the implementation of a central computer server center. The server center is essentially the hub of all of the firm’s business. Due to the fact that networking and internet resources will be used, the computer server center can conceivably exist anywhere in the world, and the system’s users will never know the difference. However, these systems will need to be physically serviced from time to time. Therefore, it is recommended that the computer equipment is housed in a location that is convenient in this regard. Notwithstanding this fact, the only real constraints on the location of the equipment is that the equipment must be located in a room that is well ventilated, and the building where the equipment is housed must be wired for high-speed internet access with a static internet protocol (IP) address1.
It is not necessary for the purposes of this report to understand exactly how each of the hardware components work or how they interact on a technical level. Rather, it is only important to understand what components are required or desirable, and how each component fits into the larger scheme. To this end, a rudimentary diagram is included:
The Broadband Internet Connection: This is the main connection between the computer hardware and the internet. Most areas are covered by several telecommunications providers who can supply this connection. Based on projected need, pricing and sometimes cable type is decided upon in terms of bandwidth2. Further, the firm will have to contract with the provider for a static IP address3. Basically, what this static IP purchase accomplishes is that the firm’s server has a permanent address on the internet4.
The Domain Gateway: This is the physical piece of hardware into which one plugs the internet connection. This device acts as the gatekeeper for the network of computer systems. Without this piece of hardware, anyone could simply enter the computer network. This device also acts like a traffic director, interfacing between the internet (that which is in front of the gateway) and the local area network, or LAN (everything that is located behind the gateway), and directing messages to their proper location5.
The Domain Server: This is a computer server that typically does everything except hosting the data. The list of services that should or could be hosted on this server is quite lengthy and unnecessary to list in this report; however a few key features must be noted. First, this server controls the security for the system, dictating who may access the system, and what they may do while accessing the system. The security features may be set in great detail, precluding a user’s access to individual files when such access is not necessary or desirable, allowing a user to view but not alter a specific file, etc. Second, this server hosts services that are known as ‘managed services’, which are basically services which, for lack of better words, condition or cleanse the data. A good example of managed services is an anti-virus or anti-spam program. Third, this server may be used to host the firm’s website and email/calendar systems (also known as an ‘exchange server’6). It is important to note that since all of the benefits (i.e. security, privacy, etc.) are imputed upon the remainder of the hardware.
The Terminal Server: This is an additional computer server and it has two primary purposes. First, it hosts all of the ‘live’ data on the network, meaning that whatever files are on the hard drive are considered the active, current files, which are generally to be accessible to the network’s users7. Second, the server hosts the terminal services, which allow any user to login to the server and access the files without any upgrades to the user’s computer8. Each user who accesses the servers using terminal services gains access to an individual, personalized desktop interface. Regardless of which computer the user uses to access the terminal services, the user’s unique desktop is always the same (i.e. containing the same icons, access to programs, folders, etc.), left in exactly the same state as the user left it. Using this scheme, a user is able to access an individualized account from anywhere in the world, using any computer, at anytime, and functionally, it makes no difference.
The Backup System: Given the fact that all of the firm’s data is stored on the servers, it is imperative that a reliable system is used to backup and store the data. At this point in time, tape cartridges are the most desirable form of data storage due to their durability and data integrity capabilities. Connected to the servers is a separate device, containing one or more tape drives (i.e. a device that reads and writes data to the tape cartridges), several storage slots that hold extra cartridges, along with one or more auto-loaders, which function to swap cartridges between the tape drives and the storage slots. The amount of data at issue dictates the number of drives, slots, cartridges, and auto-loaders that should be used.
* Redundancy
Due to the fact that the entire firm’s business is dependant upon the constant functionality of these computer systems, it is recommended that certain redundant systems are integrated into the system9. The levels of redundancy that are implemented usually depend upon several factors, including the budget of the project, the sensitivity of the data, the foreseeable risk of equipment or service failure, etc. In any case, certain redundancy systems are almost always implemented. For example, the tape backup systems that are outlined above. A further redundancy system that is always used is some sort of device that keeps the system running in the event of a power failure, often referred to as an uninterrupted power supply, or UPS. Other devices that are commonly used maintain data integrity and functionability are spare hard disk drives that are mounted within the servers via a RAID array10, which simply functions to store identical copies of the data to be used in the event that the primary hard drives fail.
* Office Management Hardware
Thankfully, most traditional office management tools have been replaced by computer software or off-site services. To note a popular example, the office rolodex, although still used by many individuals, has largely been replaced by contact management software like Microsoft Outlook. However, there are still a few pieces of physical office management tools that are needed in order to implement our business model.
Due to the fact that our business model seeks to do away with traditional paper files, one of the key office management devices is a proper printer and scanner. Depending on the exact method that the firm does business, several printing/scanning devices likely are required. In today’s marketplace, solutions exist that satisfy the needs of the single-person office all the way up to the largest firms around. The important factors to consider when choosing a solution are the speed in which the device scans, and the speed in which the device prints. In any case, the devices all must be connected to the servers either through a hard wire local networking connection, or via an internet connection.
A second piece of critical office management hardware is communications equipment. Traditionally, phone calls were routed to an office receptionist, secretary, or answering service of some kind, and the calls were then routed to the proper phone within the office. However, this system is efficient since it is dependant upon the fact that the desired party is usually located at the same physical location. Although this report is not designed to delve deeply into modern telephony, two pieces of technology are noteworthy.
Several manufacturers offer telephone services that use an ‘IP Phone’ handset rather than the traditional handset. Rather than connect to a standard telephone line, IP Phone handsets connect directly to an internet cable and the phone is easily programmed on the spot. Once programmed, the user logs into the telephone system and that telephone handset now acquires the user’s phone number. In other words, a specific user, who usually sits in an office in New York, may plug his phone in at a hotel in Los Angeles and that phone will ring when a client calls his New York number.
Similar to the IP Phone concept is the use of digital phone routing technology. Rather than programming individual handsets to acquire specific phone numbers, digital phone vendors afford their customers the ability to automatically forward phone calls to any number of ordinary handsets. In most cases, this is easily done using the vendor’s website, and listing which telephones should ring when a specific digital phone line is called. Further, most digital phone vendors offer related useful tools, like the ability to send specific cell phones a text message when a voice mail is received. It should also be noted that digital phone services are substantially less expensive than an IP Phone service contract.
* Law Practice Management Software
Although this report is not an endorsement or proposal for any particular software solution or vendor, it should be noted that the leading law office management software packages on the market are Abacus Law, PC Law, and Amicus Law. These software suites, along with a very small number of lesser known packages, are designed to completely manage the entire law practice. Several other software solutions are on the market, which are not designed to completely manage all aspects of the firm, but rather are targeted to particular needs (ex. case management, billing, time mapping, etc.)11.
Certain particular features are especially key, and are therefore included in all of the software packages that purport to manage the practice. Most import is the ability to keep track of billing. This is generally regarded as the most helpful of the software features, as it allows attorneys to quickly and easily keep track of billing, allowing for even more billable hours since the software will aggregate tiny increments of otherwise billable time that is usually left out of traditional time charts. If the software package also includes an accounting component, the user enjoys the convenience of the billing information to ‘flow’ into the accounting books.
Another key feature is the ability to keep track of documents. Once paper documents are scanned and digital files are created, most law practice management tools provide for the ability to associate specific files with specific matters. All sorts of other information is usually kept within the digital case file, including legal authorities, notes, to-do lists, etc. Depending on the software package, users may even be able to keep track of court rules, deadlines, procedural issues, and other collateral information.
The ability to exercise greater control over your documents is also an important feature. Most software packages will allow you to compile your own library of forms, synching with the contact management database and inserting client information where appropriate. The software usually will insert proper case captions or client headings automatically. Moreover, the software keeps track of document locations, allowing users to locate, edit, and print documents quickly.
It should also be noted that many software packages will also synch-up with the user’s Microsoft Outlook database. If this feature is used, the contact and calendaring features of each of the pieces of software will operate together, allowing the user to take advantage of the totality of information regardless of which piece of software is used at the given moment.
These software packages are also useful for automating otherwise tedious tasks that a firm must perform as part of its routine. For example, the software can be used for automatic conflict checks, billing and past-due notice generation, staff calendaring, 1099 reporting, trust account management, and more.
Many other features are also available, and a complete list is available directly from the manufacturers’ websites. It should be noted however that whichever software package is utilized, it must be compatible with the terminal server addressed above. Many of the software packages on the market support terminal services, and the manufacturers’ white papers concerning the issue should be submitted to the networking vendor.
* A Note On Information Sharing
It is often desirable and advantageous to share information between departments and task groups. Since all of the data is conveniently stored on the servers, all users may potentially gain access to all of the data in an easy and efficient manner. However, the need to keep data secure and maintain data integrity must be balanced with the desire to share information. Therefore, it’s important that proper security settings are constantly maintained. For example, active members of a case may have full access to all files within the case; a member of the support staff assigned to the case may have access to maintain some but not all of the records; and, an observer of the case may only have access to view certain files.
There are two types of security that the reader should become familiar with: Domain level security and file level security.
Domain level security refers to the security policies that apply to a certain user or group of users across the entire system. The most basic type of domain level security is the granting of a user name and password to a user, which will allow the user to access the system. Domain level security broadly defines policies that apply to the respective user. For example, the policies may stipulate that the user is an administrator, that the user may view but not alter files, that the user may not create new files, etc.
For larger operations, simply using domain level security is not recommended and usually inconvenient. For many reasons, it is often desirable that the administrators specify which security policies should apply to each specific file and folder for each of the users. For example, an entry-level associate probably has no business accessing the financial records of the firm, a paralegal probably has no business deleting files from a case that the paralegal has never been assigned to, it may be undesirable to allow even a senior partner to overwrite sensitive documents at time, etc.
File level security is the technological equivalence of a locked file room with an employee who makes sure that only authorized personnel are permitted to access each of the files. However, the technological solution is far superior since the human equivalent is not able to stipulate what a person does with each piece of paper within the file once the paper file has changed hands. Using file level security, we can now dictate who is able to see each individual item, who is able to change items, and who is able to insert new items into the case file.
Security is not the only reason for this approach. One reason why file level security is appropriate is that a firm will want to prevent its employees from accidentally deleting or changing files. Additionally, the firm may wish to set up a ‘Chinese wall’ and preclude a certain attorney from accessing materials pertaining to a specific matter. Further, the firm may wish to bring in another firm for work on a specific matter and only allow access to a single case file for ethical reasons.
One principal information sharing issue that, to the author’s knowledge, has not yet been solved by law practice software is the fact that it is often desirable for employees of a law firm to share memos, forms, and case squibs regarding popular legal issues. One simple solution is to file all of this information in digital form within structured folders and sub-folders that are globally accessible. A better solution is the development of a custom database system with a user front end that allows a user to visually sort through the information, saving hours of duplicative work time.
To this end, we suggest utilizing a database system similar to the West KeyCite system, along with the capability to conduct text searches of the actual documents. The firm along with the software architect would compile a list of categories and sub-categories, each of which will include a unique tag number. The software would integrate with the user’s word processor, PDF viewer, fax viewer, and any other software that the user would use to view documents. The user could simply click on a button to bring up a window that can modify the database, and instruct the database which tag numbers correspond to the respective file. Later, a user could search the database for all files having to do with a certain area of law, and the user would simply click on a link that will load the requested file.
The advantages to this type of system are great, and best illustrated by way of an example: Let’s say that an attorney is working on a big case involving a real-estate related litigation. Specifically, the attorney is researching and drafting papers regarding the enforceability of a certain clause in a contract. Without the software, the attorney would need to contribute his findings to a brief bank, or something similar, and that attorney may very well decline to do this, opting to keep his specialized knowledge of a specialized area to himself.
Using the suggested type of software, the work product stays where it is, and by its nature is accessible to anyone who is given the appropriate security clearance. Moreover, the attorney may be forced to tag his documents using the software, since the software may send an alert to the attorney’s superior if the attorney fails to tag his documents. Some time in the future, a different attorney may access the database and search for work research documents related to the same narrow issue that was researched by the previous attorney, either by searching by tag numbers, or by conducting a text search of the actual documents. This later attorney is now directed to the research memos that have already been compiled by the earlier attorney. Here, much of the research has already been completed, and reusable documents have already been drafted. Therefore, the attorneys save lots of time and they do not need to perform duplicative work.
In a world of flat-rate billing, this is a huge windfall, as earlier work can easily be used for years to come. On the other hand, if the client is being billed hourly and attorney billable hours are being tracked for each individual attorney, some system may need to be devised that could attribute billable hours properly.
* WEB Services
The internet is currently capturing more and more of the information market share. Due to this fact, it is usually not enough to simply maintain a web site that advertises the firm’s services. Rather, clients and prospective clients are looking for something more when analyzing a firm’s website. Further, well written, information intensive web content may substantially boost a firm’s clout within the legal community. Given the fact that the vast majority of law firm websites have not made the move to a higher-tech look, implementing the suggesting stated herein may dramatically increase client interest in the firm.
The first step is the development of an attractive, user-friendly website. Traditionally, website developers relied almost entirely on HTML12. Today however, the trend is to move away from HTML, and to rely more heavily on a scheme that uses an interactive ‘wrapper’ to enclose the website in highly interactive and graphic intensive content. To this end, Adobe Flash13 along with advanced graphic design software packages is often utilized in order to create the look and feel symptomatic of the more ‘cutting edge’ law firm websites14.
In order to keep the website up to date, many website developers incorporate server-side scripting technology into the website15. Using this technology, user can create dynamic website content in an easy and efficient manner. Many vendors currently offer software solutions that are easily integrated into the website, allowing a layperson to update website content using an easy to use graphical interface.
Besides the update and generation of law firm website content, many practitioners use server-side scripting technology to generate their blog entries16. Today, more and more practitioners maintain blogs that discuss particularly relevant legal issues, which relate to the practitioner’s area of practice. It is highly recommended that practitioners maintain a personal blog, or in the least a group of practitioners should maintain the blog, since a well written blog attracts interested parties, and the practitioner may increase the firm’s client base, along with increasing the practitioner’s clout in the legal community.
Another potential use of server-side script is the utilization of a web site service that allows a client to login to an account and check on the status of the client’s representation. To the author’s knowledge, none of the out-of-the-box legal software packages include such a feature; however, a custom designed system may be less onerous than one would imagine. Simply stated, a programmer could easily design a database that is maintained on the firm’s Domain Server, which contains certain client information. The database could be accessed and updated using a login system that appears on the website, which would display the data in a user-friendly manner.
This login system could be as simple or as complex as is desirable. Simply maintaining a system where case updates and simple communications are stored is a very easy process. More complex would be a system that allows a client to view digital copies of specific records and documents, a graphical timeline of the case, document uploads, graphical charts of case analyses, etc. The most complex system of this type would connect directly to the law office management system and allow the client to view all sorts of information and work product related to the representation in real time. Given the complexity of this final suggestion, it is probably best to simply wait for the manufacturers to incorporate such a feature into their product lines; however, all of the former suggestions may be implemented with relative ease.
A noteworthy utilization of the website login system is the implementation of software that allows for custom and automated document assembly based upon the input of the user. For example, a client may fill in a simple form and the system generates a retainer agreement, which the user may execute via electronic signature and pay for via credit card or electronic fund transfer. The user may then fill out further forms, and the system can automatically generate transactional documents like real estate contracts, operating agreements, sales contracts, etc. It is obvious that this method of doing business saves considerable time, and allows for alternative billing methods.
The one downside of website content, blogging, and login systems is that a user must actually visit the content provider’s website in order to take advantage of the new information. To overcome this inherent disadvantage, many websites are starting to use RSS feeds17 in order to more effectively share information. Using this technology, the firm is able to digitally publish short articles, which a user may subscribe to, allowing the user to view news and article headlines on their personal homepages in real time. Further, the firm’s own website may subscribe to other RSS feeds, displaying interesting headlines on the firm’s website.
A further use of technology that allows content providers to instantly distribute content to subscribers is the utilization of podcast technology18. Maintaining a podcast may be a great way for a firm to keep practitioners and other interested parties informed regarding areas of law that the firm specializes in. Simply stated, this technology allows attorneys to record an audio or video presentation, and subscribers may use their podcast client software to automatically download content as soon as it is published.
Lastly, it should be noted that competition among vendors who supply the custom designed software and the setup of the third-party software mentioned above is especially fierce. In fact, once the hardware is installed, the software can be designed and implemented from anywhere in the world. There is a trend in the market whereby firms are appearing that purport to specialize in custom law practice computer solutions. Although this report does not purport to endorse or criticize any specific provider, it should be noted that many of these firms charge considerably more for their services due to the fact that the owners know that they are dealing with a law firm. These firms generally employ the same type of people that smaller computer consulting providers employ. In fact, due to the popularity of the internet software solutions proposed in this section, individual freelancers are often the best choice, since they are equally as knowledgeable, yet charge a fraction of the price.
It should also be noted that there is no single Web solution that is expected to revolutionize the industry. Rather, a great variety of technologies are quickly becoming available. As time goes on, we will see more and more firms utilizing Web-based resources, and eventually clients will come to expect their attorneys to utilize Web-based software throughout their representation of the client. For example, the day may come that clients will naturally expect that they will be able to monitor case progress online.
It’s difficult to predict exactly what will become the industry standard in the years ahead, but given the importance on case monitoring and money management, it is probably safe to say that an online case progress monitoring system and an online accounting and billing system may very well become industry norms sometime in the future. In any case, given the fact that the legal industry as a whole is generally slow to adopt new technologies and business models, the adoption of new technology solutions within the legal profession will likely be gradual.
* Future Expansion
One of the great benefits of this scheme is the fact that it provides for almost endless expansion. As far as the computer systems are concerned, adding additional employees to the system takes but a few moments. In fact, this system is particularly well suited to expanding the practice by using employees who work from a home office.
As time goes by, more employees will usually be added to the system and more data will be created; this is not a problem. As the diagram that appears on Page 3 illustrates, the system is modular. Additional servers may be added in order to add more computing power to the system, and additional hard drives and backup system may be added in order to support the additional data. Further, all of the vendors that produce law office practice software release updates and add-ons from time to time, and additional website services can easily be added.
What may also be attractive to some attorneys is the possibility to use their existing data and infrastructure to further a ‘one-off’ or limited purpose firm. Specifically, a group of attorneys may decide to pool their resources and work on a specific project. Using their respective technology platforms, they can allow each attorney to access the information and resources of every attorney in the group. Further, the law practice management software usually can be configured to accommodate this type of setup. Moreover, the server-side backend for any Web resources can simply be displayed to client using a different graphical ‘wrapper.’ When the project is completed, the attorneys can simply severe their digital ties, resurrecting them in the event that the project continues at a later date.
As a final note, the day may come when almost the entire law office becomes a thing of the past. As noted above, the primary reason that a physical office is required is for face to face communication with clients and colleagues. Very recently, Cisco Systems released a new piece of technology called TelePresence19. This technology uses large, high definition LCD displays along with high definition cameras and high fidelity audio equipment to completely simulate the face to face meeting. Specifically, the users, who may physically be sitting anywhere in the world, see each other in life size, and are able to see and hear everything in real time, without the skipping and low quality symptomatic of traditional videoconferencing. One day this technology may completely change the way that all businesses conduct themselves, and the practice of law will follow suit.
1 “Static IP addresses are used to identify semi-permanent devices with constant IP addresses. Servers typically use static IP addresses. The static address can be configured directly on the device or as part of a central DHCP configuration which associates the device's MAC address with a static address.” See http://en.wikipedia.org/wiki/IP_Address (last visited 10/26/2006).
2 “In website hosting, bandwidth is the amount of information downloadable from the webserver over a prescribed period of time. In essence, it is the rate [data/time], but the time in this case is not seconds but rather a month or a week. Common connection rate terms such as 56K, broadband, etc. are also bandwidth, but are measured per second. Web hosting companies often quote a monthly bandwidth limit for a website, for example 100 GB/month. If visitors to the website download a total greater than 100 GB in one month, the bandwidth limit will have been exceeded” See http://en.wikipedia.org/wiki/Bandwidth (last visited 10/26/2006).
3 See f.n.1
4 For residential internet connection, the internet IP address changes from time to time. A static IP address allows the users to specifically connect to the firm’s server by reference to the firm’s IP address.
5 This function is commonly referred to as ‘routing’. A router is always required when doing any sort of networking, which is why residential broadband customers require a router if there is more than one computer present. In our case, the routing is done on a far greater scale, but the concept is the same.
6 “Microsoft Exchange Server is a messaging and collaborative software product developed by Microsoft. It is part of the Windows Server System line of server products and is widely used by enterprises using Microsoft infrastructure solutions. Exchange's major features consist of electronic mail, shared calendars and tasks, and support for mobile and web-based access to information, as well as supporting very large amounts of data storage” See http://en.wikipedia.org/wiki/Exchange_Server (last visited 10/26/06).
7 Data that exists only in backup form, in a form that is used for testing purposes, or in a form that is only accessible to technicians who are working on the network are all examples of data that is said to not be ‘live’. The term ‘dead data’ is generally not used.
8 All computers running Microsoft Windows already include software that allows access to terminal services. Exceptions may occur when the computer is greater than five years old, or if the computer is not running Microsoft Windows. In such a case, a free upgrade downloadable from the Microsoft website solves the problem without issue.
9 The number of backup systems are often referred to as ‘levels of redundancy.’ For example, if you have a generator that activates if the power fails, and then a battery that activates if the generator fails, the scheme is referred to as implementing two levels of redundancy, or simply, ‘double redundancy.’
10 “In computing, the acronym RAID (also known as redundant array of independent disks) refers to a data storage scheme using multiple hard drives to share or replicate data among the drives. RAID combines multiple hard drives into a single logical unit. Thus, instead of seeing several different hard drives, the operating system sees only one” See en.wikipedia.org/wiki/Raid_array (last visited 10/29/2006).
11 For an exhaustive list of law office management software solutions See http://marketcenter.findlaw.com/software.html (last visited 10/28/2006).
12 “In computing, HyperTeXt Markup LanGuage (HTML) is a predominant markup language for the creation of web pages. It provides a means to describe the structure of text-based information in a document — by denoting certain text as headings, paragraphs, lists, and so on — and to supplement that text with interactive forms, embedded images, and other objects” See http://en.wikipedia.org/wiki/Html (last visited 10/29/2006).
13 “Adobe Flash (formerly Macromedia Flash and before that FutureSplash), or simply Flash, refers to both the Adobe Flash Player and to a multimedia authoring program used to create content for the Adobe Engagement Platform (such as web applications, games and movies). The Flash Player, developed and distributed by Adobe Systems (which bought Macromedia), is a client application available in most dominant web browsers. It features support for vector and raster graphics, a scripting language called ActionScript and bidirectional streaming of audio and video” See http://en.wikipedia.org/wiki/Macromedia_flash (last visited 10/29/2006)
14 See c.f. www.stroock.com (last visited 10/29/2006); www.alston.com (last visited 10/29/2006).
15 “Server-side scripting is a web server technology in which a user's request is fulfilled by running a script directly on the web server to generate dynamic HTML pages. It is usually used to provide interactive web sites that interface to databases or other data stores. This is different from client-side scripting where scripts are run by the viewing web browser, usually in JavaScript. The primary advantage to server-side scripting is the ability to highly customize the response based on the user's requirements, access rights, or queries into data stores” See http://en.wikipedia.org/wiki/Server-side_script (last visited 10/29/2006).
16 “A blog is a website where entries are made in journal style and displayed in a reverse chronological order. Blogs often provide commentary or news on a particular subject, such as food, politics, or local news; some function as more personal online diaries. A typical blog combines text, images, and links to other blogs, web pages, and other media related to its topic” See http://en.wikipedia.org/wiki/Blog (last visited 10/29/2006).
17 “RSS is a simple XML-based system that allows users to subscribe to their favorite websites. Using RSS, webmasters can put their content into a standardized format, which can be viewed and organized through RSS-aware software or automatically conveyed as new content on another website. A program known as a feed reader or aggregator can check a list of feeds on behalf of a user and display any updated articles that it finds” See http://en.wikipedia.org/wiki/Rss_feed (last visited 10/29/2006).
18 “A podcast is a multimedia file distributed over the Internet using syndication feeds, for playback on mobile devices and personal computers. The term, as originally coined by Ben Hammersley in an article in the Guardian February 12, 2004, was meant as a portmanteau of "broadcasting" and "iPod". Like 'radio', it can mean both the content and the method of delivery; the latter may also be termed podcasting. The host or author of a podcast is often called a podcaster. Though podcasters' web sites may also offer direct download or streaming of their content, a podcast is distinguished from other digital audio formats by its ability to be downloaded automatically using software capable of reading feed formats such as RSS or Atom.” See http://en.wikipedia.org/wiki/Podcast (Last visited 10/30/06).
19 The Cisco website includes a detailed description and video demo at http://www.cisco.com/en/US/products/ps7060/index.html (Last visited 10/30/06).
Legal Practice Platform Design WHITE PAPER
Prepared By: Daniel Levy Last Updated: 11/27/06
posted by Dan Levy | 8:11 AM
1 Comments:
Some great info on Document Management and Scanning applications for law firms.
http://www.scanguru.com
Check out the article on the front page about firms, and scanning applications.
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