Second Opinions

Leaving Mega Big Firm for the Country

By Eric H. Steele and Thomas Scharbach

LET'S MAKE some assumptions: You will be working from a home office with plenty of space. You will not have a secretary or paralegal. You will need to be mobile at least part of the time. You are familiar with the software Mega Big Firm L.L.C. uses to support your practice. You can afford the best, but what do you really need?

Hardware

You will need at least two computers: your main day-to-day workhorse computer, and a second computer as a spare -- for backing up data and for specialized tasks. Choose a top-of-the-line notebook as your main workhorse computer (minimum 700 MHz processor, 128 MB RAM, 10 GB hard drive). Add a docking station if you are more comfortable working with a full-size keyboard, and monitor (splurge for a big screen). Notebook computers pack almost as much power as desktops, and also allow you to be mobile.

Pick a desktop (minimum 800 MHz, 128 MB RAM, 30 GB hard drive, standard CD-ROM and CD-R) for the second computer, because they are cheaper than notebook computers and more flexible in terms of accommodating larger hard drives, peripheral and ad-on equipment.

Both computers will need network cards. The notebook computer will need an analog modem card for mobile use. Both will need analog modems unless DSL or cable Internet connection is available for office use (see below). For better performance, you should consider upgrading the RAM to 256 MB on both computers.

Run MS Windows 2000 on both computers and connect them with a peer-to-peer network, which can easily be set up within Windows 2000. The peer-to-peer network will allow easy movement of data between computers for back up, sharing of printers, scanners, CD-R and other peripheral hardware.

Choose a multifunction laser jet (including printer, copier, fax and scanner, such as the HP LaserJet 3200). A second printer is prudent as a backup; an inexpensive ink jet is adequate (color if you will need color printing). A stand-alone flat bed scanner is recommendeded if you do much scanning. An inexpensive backup stand-alone fax machine is also a wise purchase, if faxing is important to your practice. The multifunction printer will serve as a backup in case of problems with your standalone unit.

Communications

You'll need telephone, voice mail, fax, e-mail and Extranet capabilities.

Access to the Internet may be somewhat problematic. A high speed/high bandwidth Internet connection such as DSL or cable modem is recommended, but may not be available if you have really moved to "the country." If it is not available you will have to rely on a slower analog telephone connection.

Your I.P. clients (often techies themselves) will probably expect online collaboration using Extranets, collaborative drafting, net meetings, bulletin boards, document repositories and other online high tech communications means that Mega Big Firm's I.T. department now supports for you. Once your Internet access is in place, you can arrange for these services through an Application Service Provider (ASP), (e.g. Niku/LegalAnywhere, Lotus QuickPlaces, eGroups, IntraLinks, Instant Team Room, eJur, eAttorney).

Basic Extranets can often be set up quickly and easily through your Internet Service Provider along with your firm's Web site, simply by password restricting certain areas of the Web site for the private use of your clients and yourself.

You will need multiple telephone lines ­ one for voice, one dedicated fax line, one dedicated data line if you are depending on analog modems (you could skimp and share one line for fax and data, but you can afford separate lines). On occasion, you will need a second voice line to set up conference calls.

You will need an office application suite for day-to-day uses, particularly document production ­ either MS Office or Corel WordPerfect Office. You are well advised to stick with the office suite you are using now ­ you will have enough adjusting to do without having to learn new software. If Mega Big Firm is a WordPerfect shop but your clients are hounding you to use MS Office to be more compatible with them ­ bite the bullet and switch.

As to automated forms, templates, specialty automated document generation software and other document production productivity tools: they can be very useful, particularly when you are on your own.

Information Management

Client and contact addresses, calendars, dockets, and case and matter information should all be tracked electronically.

For a small practice MS Outlook can serve as a personal information manager and e-mail client. Small practice oriented case management systems (such as Amicus Attorney, Case Master III, Jr. Partner or Time Matters) serve combined contact management, case information management, calendar-docket control and document generation functions.

Document management is another area to consider. Specialized electronic document management systems are available (e.g. iManage, PC Docs, Worldox). If you use a document management system now, you should probably invest in one.

As a general rule start with the software you are using now.

If Mega Big Firm uses a Mega Firm Software product that you can't afford to license and (more importantly) to configure and administer, then you will have to shop for something better scaled to a solo practice.

Financial Management

Financial functions can be handled with stand-alone software -- time and billing (e.g. Computer Law Systems, Juris, TABS III or TimeSlips) and accounting (e.g. Peachtree or Quick Books) or through an ASP such as Elite's Timesolv.

System Administration

* Data backup: You need a routine backup procedure -- at least weekly backups, more often for critical data. You can back up data from your primary computer (the notebook computer we recommend) to your second computer (the desktop computer). You can also backup data to recordable CD-R disks. Backups of important data should be kept off site (in case of fire, earthquake, flood or other catastrophe) --CD-Rs are an inexpensive and easy solution.

* Security: Pay attention to password protecting access to your computers and your network. Security is especially important when you are traveling with your notebook computer but also when in the office --remember Mega Big Firm is in a cocoon of building and office security, with receptionists and secretaries around all the time, and doesn't have children and their friends who would love nothing better than to play on your computer.

Install virus protection software and keep it updated.

If you use an "always on" DSL or cable modem Internet connection you need to invest in a personal firewall system. You need to configure your computers carefully to separate your internal network from the TCP/IP Internet network to prevent unauthorized access.

You will need UPS (uninterrupted power supply) to protect your equipment from power surges and provide limited battery power backup.

* Support: You should arrange for technical support and repair services before you need them. You need to find the local computer guy or gal who can come over quickly, troubleshoot hardware and software, and make minor repairs. Know what repair and/or replacement your hardware vendors offer, what time frame they promise, and whether you need to arrange for extended warranty or on-site repair services.

You also need software support resources. The software vendors are the place to start -- get the right telephone number and/or Web site, see if they require a subscription for fast, 24/7 high-level technical support (or just plain dumb questions). You may want to line up a local training or help desk resource if you can find one.

ASPs

ASPs provide many desktop and information management functions by renting you software to use on the ASP's servers and storing your data on their servers. If (and this is a big if) you have reliable high speed/broad bandwidth Internet access, ASPs can save you time and money by eliminating the upfront cost of acquiring, installing and configuring software and the ongoing costs of troubleshooting and upgrading software and backing up and securing data. ASPs have promising potential, but the concept is new and just being batte tested.

Keep it Simple

If you're like most of lawyers, you have your hands full practicing law and that is what you want to do. More complex technology than you really need can be a huge distraction and require large investments of time as well as money.

After you get up and running you can add the bells and whistles and try as much new technology as you have need, interest and energy for. But in the mean time, keep it simple.

Eric Steele and Thomas Scharbach are principals of Steele Scharbach Associates L.L.C.