Corporate Law Office Necessities Natashia Johnson Intro to Legal Technology Professor B Grim August 30, 2009

Building For Success Technology can be a powerful partner in a law office. What type of Hardware and software is needed? What areas need to be addressed? What are the basic needs for the Corporate Legal Department (CLD)? What will enhance the productivity of the CLD? Where could we be in the years of growth?

Top Ten Areas to Address Case Management Case Management Document Assembly Document Assembly Document Management Document Management Billing and Accounting Billing and Accounting Software Software Security Networking Accessibility Communication Hardware

Basic Office Hardware Necessities Desktop Computer Desktop Computer for maintaining the workings of the office for all necessary management skills as a hard location and back system for maintaining the workings of the office for all necessary management skills as a hard location and back system Laptop Laptop for the ease of portability when traveling out of office, using for court, communication, drafting and preparing cases, and syncing with desktop workstation for the ease of portability when traveling out of office, using for court, communication, drafting and preparing cases, and syncing with desktop workstation Phone System Phone System is necessary form conferencing and communications to various individuals in/out the office is necessary form conferencing and communications to various individuals in/out the office 4-in-1 Printer System 4-in-1 Printer System would allow for managing documents ( print, fax, scan, and copy) and assist in going green would allow for managing documents ( print, fax, scan, and copy) and assist in going green

Basic Office Software Necessities MS Office Suites MS Office Suites Creating, editing, and managing documents, presentations, creating presentations, Creating, editing, and managing documents, presentations, creating presentations, Amicus Attorney Amicus Attorney organizing software for calendars, to-do lists, deadlines, and documents organizing software for calendars, to-do lists, deadlines, and documents Amicus Accounting Amicus Accounting Track time, generate bills, manage receivables, print checks, administer trusts, financial reporting, & payroll Track time, generate bills, manage receivables, print checks, administer trusts, financial reporting, & payroll

Basic Office Software Necessities Norton Virus Norton Virus Keeps the computers running efficiently and free of viruses Keeps the computers running efficiently and free of viruses Internet Internet Performing searches, performing research, sending Performing searches, performing research, sending

A Step Above the Rest LexisNexis, WestLaw LexisNexis, WestLaw Online research tool for cases, statues, and etc. Online research tool for cases, statues, and etc. Voice Recognition Software Voice Recognition Software Typing alternative for dictation Typing alternative for dictation Conflict Checker Conflict Checker analysis of info on prospective, current, and former clients and staff analysis of info on prospective, current, and former clients and staff Photoshop Editor Photoshop Editor uploading and preparing the various media to be used and interfaced with other desktop software programs uploading and preparing the various media to be used and interfaced with other desktop software programs Response Point Software Computer based phone system Networking System To group all workstation, servers, and peripherals Advanced Peripherals Laser dot printer Audio Visual Equip Digital camera, video camera, recording devices Visioneer PaperPort Optical character recognition for document duplication

Future items to consider Complete In-House Library For research purposes Website Public use and information Intranet for employees for managing projects while traveling

Concerns CONCERNSWHY THIS IS A CONCERNSUGGESTIONS Accessing/downloading Files through cellular devices If the device is lost or stolen unauthorized persons may be able to retrieve sensitive information Only utilize devices that can be password-protected and its content can't be erased from a remote location when lost or stolen The abundance of massive paper files In case of a disaster, the reproduction of files may not be available Trying to go paperless would be beneficial. All files should be scanned and backed up Losing access to data files Data files can be destroyed or lost due to minor problems, fire or water damage or a hardware problem. Files should be backed up in two locations: stored in the office site in a secure, fireproof, location and complete copy should be stored off-site. Computer systems set-up If the hard drive is fried or software is lost the law office will fail by not being able to function completely Computer systems should be mirrored with two copies: stored in the office site in a secure, fireproof, location and a copy should be stored off- site.

Concerns cont… CONCERNSWHY THIS IS A CONCERNSUGGESTIONS Accessing and opening outside for office computers Outside s are a potential threats of containing virus All files must be scanned before opening or downloading to computer Unsecured desktop and laptops Any persons that are not authorized to access information will be able to have full access to computer systems, files, and clients. Password at startup/password protected screensaver, tether to desk, use a non-descript travel bag and keep an eye on it (laptop) Interactive and query of the office website that uses web applications and employee credential logons Hackers can have unlimited access and create devastating issues separate the Web and SQL servers, add application firewalls and use security tools called Security software and updates Not maintaining the latest security bundles and updates will leave the system vulnerable Combine security software and accept automatic updates

Model Rules of Professional Conduct Client-Lawyer Relationship Rule 1.1 Competence A lawyer shall provide competent representation to a client. Competent representation requires the legal knowledge, skill, thoroughness and preparation reasonably necessary for the representation.

QUESTIONS? This proposal brought to you by: Natashia Johnson Kaplan University Introduction to Legal Studies Professor B. Grim