- 1. Presented by: Garrett P. LaBorde: [email protected]
Through: &Pensacola, Florida February 25, 2009
2. The Paperless Office Practice & Case Management Systems
Document Management Document Assembly Digital Dictation Hosted
Programs/Software as a Service Smartphone/PDAs Vista vs. XP
Training Essentials 3. What is it? Well, its a fiction! A misnomer!
Why? It cannot fully be obtained! You will always have,
produce/receive & even need hard copies. However, You will not
cure an alcoholic by putting a bottle of whisky on his desk. Thus,
it follows that, you will not cure a Law Office of paper by putting
a printer on every Desk!Get rid of the Laser (or worse, Inkjet)
printers on every desk. Put a scanner on every desk and have 1 or 2
networked printers/multifunction machines.You can (and should)
control your Paper output & management. 4. Start by trading
printers for scanners! Tomorrow. Get a Computerized Practice/Case
Management System! Create a document policy (ie, no prints of
drafts; no working copies of medicals, financials, expert reports,
etc.)Scan Originals then Seal; Print only as needed (Eliminate
hours wasted next to the copier) (e.g., exhibits received from Opp.
Counsel or Expert)Host as much team/matter information as possible
on your network, your PM system, on your Wiki, on your Intra-net.
Heck even Online (Box.net)Why? Everyone has access to it; at the
same time; from anywhere; no need for the file; increase
productivity & concurrent work! 5. Fujitsu ScanSnap S500
($495.00) Output resolution: Up to 600 dpi Speed: (Color 150dpi,
B&W 300dpi) : 18 pages per minute / 36 images per minute Adobe
8.0 Standard Paper Size: A4 to custom sizes Included!! Plus OCR
Capacity of ADF: Up to 50 sheets Interfaces: USB 2.0vs.ScanSnap
S300 Mobile Scanner ($295.00) 6.
Combinescalendaring/docketingtickler functionscase information
tracking,address book functionalityconflict of interest
searching,document assembly capabilitiesPalm and laptop portability
Turn wasted time looking for case info and documents into billable
time Avoid malpractice Look at Amicus Attorney, TimeMatters,
PracticeMaster, PCLaw and ProLaw Dont Practice Law Without One! 7.
How do I pick a practice or case management system?Who installs the
case management system? Who will maintain the case management
system? Is there a long learning curve with a case management
system? See: Univ. of Florida Legal Technology Institute
http://www.law.ufl.edu/lti/ 8. Gives You A Secure & Scalable,
Centralized Document Repository (accessible to all) Ease of Use
& File Saving Policies Force ALL users to use it via a Front
End Allows for document retrieval with advanced search
capabilities.Precise Versioning Control Useful E-Discovery Tool 9.
Secure Scalable Centralized Concurrent access/input Remotely
accessible 10. Ease of use--> Quicker implementation
Standardized Saving & Naming Policies Common Application
Integration & Takeover 11. Scanning of all critical or shared
documents Consistent Storage Reliable Searches for Forms,
Documents, etc. OCR (optical character recognition) & text
tagging 12. Audit Trail Allows for version saving No more saving
over the original, or storage eating successive document drafts.
Tracks changes made to documents Full history of the document 13.
Mitigate Legal, Ethical, Malpractice Risk Accurate Retrieval
Mechanism Ability to Freeze Documents preventing changes Audit
Trail so that any change or actions on a document (and its author)
is forever recorded. 14. Worldox GX iManage Docs Open 15. Opened
Ended vs. Close Ended Microsoft SharePoint is a DMSMost Practice
Management Software include an Open Ended DMS 16. Allows you to
automate your document production and thereby significantly reduce
the amount of time you spend drafting.Examples: -Routine &
Repetitious pleadings; Estate Planning Docs; 17. LexisNexis HotDocs
Ghostfill Pathagoras 18. Demo: http://www.hotdocs.com/# 19.
Accurate, Quick Small Learning Curve Links with Outlook and PM
Software like Amicus Attorney and TimeMatters No Metadata Mishaps
20. Word and WordPerfect files include metadata beyond their
printable content, such as the original author's name, the creation
date of the document, and the amount of time spent editing it.
Unintentional disclosure can be awkward or even raise malpractice
concerns. 21. SCO vs. DaimlerChrysler (Bank of America) 22.
-Handheld/Desktop Dictation-Software Based Dictation-Web Based
Dictation 23. Dragon Natural Speaking Get Preferred ($199) Even
Word has some Dictation Built into it. PhoneTag (fka. Simulscribe
($29.95) http://www.PhoneTag.com/ Jott (Free) www.jott.com 24. No
one would spend the time to train the software Was not accurate Bad
Microphones (These barriers have largely been eliminated) 25. Buy a
good Headset!Plantronics DSP 400 is
$79.95http://www.plantronics.com/ 26. Online Program/Document
Access Program maintained securely by 3rd Party Up-t0-Date
Software, Rented from Vendor Fixed & predictable cost Most
powerful examples: Hosted Exchange Hosted Sharepoint 27. Exchange
& Outlook Software provided for low Monthly Fee Hardware
Purchase: Workstations, NOT Dedicated Mail Servers Full support
& Auto- upgrade Cost comparison: Exchange Server 2007 (25
users)= $5,000-$6,000 Alone! Hosted Exchange: about $15/mailbox!
28. Collaborate via the Web Share Files, Contact Lists Share
Calendars, Tasks Group Document storage Intranet, Extranet Blogs,
wikis, etc.. 29. BlackBerry Smartphones (Palm) Smartphones (Windows
Mobile) iPhone (Apple) Considerations BlackBerry syncs with Outlook
and to check more than e-mail, you need the BlackBerry Enterprise
Server software and Exchange Server! Palm Smartphones - 100% Palm
devices - maximum sync ability with legal apps - real-time email
with software like VersaMail Windows MobileSmartphones sync with
Outlook and Microsoft apps primarily Easiest to setup and has Push
Synchronization BEWARE BLUETOOTH SECURITY Pricing: Anywhere from
$200 to $600 depending on the cell service provider and available
rebates 30. = Windows XP Pro remains the safe choice, but will not
be available much longer. Theyve begun support phase out. Now would
be a good time to upgrade. = Most software now works with it. With
SP1, it is becoming widely used. Go all the way with the Vista
Ultimate Version. Windows 7 is the Newest Windows = OS and will be
an incremental update to Vista. Its Beta was released Jan 9, 2009.
Rumors of Full launch April 2009. However, do not be in a hurry to
convert. Wait 6 Mos. 31. Top Training Tips TASK-ORIENTED not
FEATURE-ORIENTED NO GENERIC TRAINING PROFESSIONAL TRAINERS TRAIN
OFTEN, TRAIN GENTLY MAKE TRAINING MANDATORY LIVE IS ALWAYS BETTER,
BUT IF NOT TRAIN ONLINE THE TRAINERS PHYSICAL LOCATION IS
IRRELEVANT 32. Contact us for Legal Technology Customization &
Training:LAW OFFICE TECHNOLOGY www.lawot.comGulf Coast Legal
Technology Center www.gulfltc.orgGarrett P. LaBorde:
[email protected] Craig Bayer: [email protected] Toll Free:
866-903-2733
