Second Opinions

Starting All Over, From Square One

By Albert Barsocchini

I HAVE BEEN consulting with law firms for more than 12 years, and I am always confronted with the same pattern: firms that try to upgrade or change their technology without making fundamental changes in the law firm work flow and the technology that is already in place.

Starting from scratch can be a real opportunity to re-evaluate the workflow to maximize the cost savings from using technology.

Initial decisions will include whether or not to buy or lease equipment, and what, if any, computer support and critical functions like backup and data storage can be outsourced.

Points to consider:

1. Tech committee

Immediately set up a technology committee and hire an experienced independent consultant. The consultant should not be a reseller of any product, but someone who can help guide the law firm technology committee through the decision making process. The consultant should be there as if he or she was a member of that firm and must be able to articulate why certain options will or will not work.

2. Look to the future

Think "outside the box" and look to the future. During the planning process, the technology committee should focus on a five-year plan. Base your plan on how you are using technology now -- and how you expect to use it over the next several years.

3. The basics

The basic areas that will need to be addressed by the committee include hardware, software, networking, computer security, peripherals, document management, access to research and developing an online presence.

4. Jettison the desktops

Toss your standalone workstations in favor of laptops. This will enable both attorneys and support staff to work from anywhere at anytime -- the mantra of today's professional. Docking stations with 21-inch monitors will be important for heavy users such as secretaries. Buy or lease from one company (for example, Dell Computer Corp.) in order to develop a relationship and take advantage of discounts.

5. Practice management software

Adopt a practice management software (contact management, case management, document management, time-and-billing and accounting). Starting from scratch makes it much easier for the entire firm to get on board.

The system should be flexible enough to allow remote users to access it. Centralizing information into a single database will make backup easier and allow the firm to move the information quickly. Other software to consider: Microsoft Office (normally part of the hardware purchase package from major vendors.)

6. Networking

Networking is a critical component. I recommend a Microsoft NT file server with enabled remote access capabilities and high speed Internet access. A small firm may want to consider wireless networks because it eliminates cabling issues and allows users to work from anywhere within the firm without having to physically plug into the network. It also is easier to move locations should the firm be in a temporary location or thinking of moving down the road.

7. Security

Computer security includes securing all workstations with passwords, virus scanning and firewalls, backup strategy, a firm-wide e-mail and Internet policy, and contingencies should the office become inaccessible. For backup, I recommend both tape backups and off-site automated online backup using products like connected.com, swapdrive.com or emc.com. This will reduce recovery time and guarantee that a current off site backup is always available.

8. Peripherals

Printers, scanners and hand held organizers (Palms, Visors, Pocket PCs) are critical. Buy a high speed scanner and incorporate it into the daily routine. You'll access information more quickly and reduce your dependency on paper. An important part of this equation is document management. Products such as Worldox and iManage are a must.

9. Online research

Now is a good time to start using Lexis or Westlaw for all your research needs (unless a particular library is only available in print). Online research will allow attorneys to work form any location and reduce the dependency of on premise libraries which are vulnerable to flood and fire and not as accessible as 24/7 online access.

10. Online presence

Developing an online presence helps firms leverage the convenience of the Internet and stay in better contact with their clients. This includes rethinking how your firm is using its Web site, and exploring Extranets as a virtual platform for communicating with clients and other attorneys.

Extranets are an inexpensive way to share and exchange information from any location. To that end, consider eRoom.com, or Workspace from West Group (which is a repackaged version of eRoom).

Building from scratch can be a real opportunity and save you money too! The important point to remember is that technology can be your best friend in times of need.

Albert Barsocchini is a Marin County, Calif., consultant and a member of the LTN Editorial Advisory Board.