Law Practice Technology

Page Navigation

Litigation Programs | Transactional Law Programs | Unified Messaging and Telecommunications | Working with Documents Video Library | Digital Signatures and Electronic Signing | Document Assembly | Virtual Private Networking | Document Preservation and the Paperless Office | Document Collaboration | PDF Software | Legal Research Resources

Litigation Programs

See chapter 16 of the 2017 LTG.

Case Organization

LexisNexis Concordance eDiscovery management

LexisNexis CaseMap Case assessment tool (video)

Westlaw Case Notebook Case organization and assessment tool (video)

Sanction Produce and track sets of document production including exhibit stamping and redaction

Access Data Solutions eDiscovery (Summation), digital forensics, and cybersecurity

TimeStream Build and vizualize your case

Courtroom Presentation

Visionary Designed to handle and manage the large volume of transcripts, exhibits and videos connected with a case—from the original discovery to the final verdict

Sanction Lexis owned product that organizes documents into tiff presentations.

TrialPad iPad presentation software

Other

Judicata.com Program called "Clerk" analyzes and strengthens briefs.

FactBox Fact-Management & Timeline Software

Perfect Practice Syncs calendars and schedule cases, manage workflow

Calendarrules.com syncs various calendar programs (Outlook, practice master) with court rules.

Transactional Law Programs

Legal Sifter Contract review.

• Demo video

Bloomberg Law: Transactional Intelligence Center

• Draft Analyzer - Compare your document paragraph to others in Bloomberg's database of contracts
• Search Precedent Database - Search for examples of transactional documents

Westlaw Edge

• Drafting Assistant

Unified Messaging and Telecomunications

See chapter 25 of the 2017 LTG.

"Unified messaging is the delivery of traditional voice communications into your e-mail box."  p. 255

PBX (Private Branch Exchange)

• add voice mail card for unified messaging functioning
• use traditional suppliers--Avaya, Cisco, NEC, Toshiba, etc.
• configure to send either notice of the call to email or actual recording or fax to email
• good match for document managment system that incorporates email

Voice over Internet Protocol (VoIP)

• "primary aim" is unified comunications (voice, fax, voicemails and email)
• security issues
• bandwidth issues
• vunerable to power failures
• hidden costs (e.g., equipment to prioritize voice communications)
• some unhappy clients

Google Voice

• select phone number in area
• use to screen incoming calls
• receive voicemails
• can specifiy email address in addition to google mail
• transcription of emails to text

Ruby Receptionists

• receptionists service
• English and Spanish
• recommended by The Lawyerist

Working with Documents Video Library

• How to Create a Template or Read Only File
• How to Safely Prepare a Word Document for Sending
• How to Zip up Files in an Encrypted Format
• How to Add Metadata to a Word or PDF
• How to Create a Signature for Signing MS Word Documents
• Using Gimp to Create Over-the-Line Signatures for PDFs, see also
  • Acrobat for Legal Professionals, Creating Transparent Signature Stamp
  • Ernie Svenson, Adobe Acrobat in On Hour for Lawyers, (ABA Law Practice Division 2013) p. 114-119
  • Sheila M. Blackford and Donna S.M. Neff, Paperless in One Hour for Lawyers (ABA Law Practice Division 2014), p. 70-74.
  • GIMP (GNU Image Manipulation Program) download page

Digital Signatures and Electronic Signing

• Barraduca Sign Now
• How to Create a Signature for Signing MS Word Documents
• Using Gimp to Create Over-the-Line Signatures for PDFs
• Adobe Echosign - prepares and sends documents for multiple signatures
• DocuSign - similar service to Echosign

Document Assembly

See chapter 15 of the 2018 LTG.

HotDocs

• HotDocs Developer 11 used to produce templates in word processing documents and PDF forms
• HotDocs User 11 organizes and runs HotDoc forms
• Web browser server edition is available
• $240 license for students (may no longer be available since introduction of browser-based upgrade with subscription fee)
• favored by the Guide
• Video overview
• Video library
• Video on top five trends
• HotDocs Presentation

 AIA Contract Documents

• designed for construction projects by American Institute for Architects
• on-demand service for 110 of most popular documents

ProLaw

• Thomson Reuters product
• integrated with billing and accounting
• includes case and matter management
• create PDF and MS Word templates
• targeted to mid-sized firms, but not small firms

FormTool

Documate

• New startup offering simpler interface

JotForm

• Tool to create online forms (first 100 forms are free).

Virtual Private Networking

Chapter 18 of the  2018 LTG

Virtual Private Networking

• "VPN connection allows a user to connect to the office when working remotely.  The communications tunnel encrypts the data traffic between the remote user and the office network, maintaining security of of the information as it is passed back and forth.  This is extremely important for law firms who lawyers work on client files while traveling or away from the office and have to download a local copy of a client file to work on.  Best of all, the VPN service software is included with Microsoft's server operating systems, and the VPN client software is included with Microsoft operating systems, at no additional cost to the user."  2022 LPTG, image 222.
• Facilitates remote desktop
• May require IT consultant
• Comes with Microsoft server, but a private subscription service is available through vpnunlimited.   If you want to configure it with a "remote desktop service" (which comes with windows). It may take some effort to configure and you will need to know the name of your computer on your network..
• Comparison of VPNs at https://thatoneprivacysite.net.

GoToMyPC

• Does not require a server
• Data is encvrypted
• Works even with dynamic IP addresses and without modifing firewalls
• Works with apps

LogMeIn

• Securley encrypted
• Works with Apps
• Costs less than GoToMyPC

TeamViewer

• "Business Edistion is a remote access solution on steroids."
• Works with Mac
• Communication tools
• File box for common file sharing
• MS Outlook calendar integration
• Mobile devices add-ons

Document Preservation and the Paperless Office

• There are some things that have to stay in paper.  See Supreme Court of Missouri, Formal Opinion 127:  Scanning Client Files.  (Official Version)

An attorney may destroy most, but not necessarily all, of the paper file, if the file is stored electronically. Items of intrinsic value may not be destroyed. Originals that may have legal significance, as originals, during the representation may not be destroyed. We encourage firms to offer the paper file to the client prior to destruction.

• Missouri Supreme Court Rule 4-1.22 (6 -to-10 year file retention rule)

• Guidlines for Development of a File Retention and Destruction Policy for Missouri Law Firms (includes sample plan)

• http://www.paperlesschase.com/ (have to register, but information is concise and very helpful)
  • includes sample engagement letter).  You should question whether client can wave his or her right to have paper files destroyed per the sample engagement letter in light of the above Supreme Court of Missouri, Formal Opinion 127.  Also consider Missouri Supreme Court Rule 4-1.22 (6-to-10 year retention requirement).
    • As exceptions to ten year rule, think about:
      • wills and trusts
      • promisory notes and negotiable instruments
      • deeds
      • what else?
  • recommends Fujitsu ScanSnap iX500.
• It's paper LESS NOT paperless
• David J. Bilinsky, Chapter 30, Taking Your Firm Paperless, in Sharon D. Nelson, John W., Simek & Michael C. Maschke, The 2017 Solo and Small Firm Legal Technology Guide (ABA Law Practice Division).
• Sheila M. Blackford and Donna S.M. Neff, Paperless in One Hour for Lawyers (ABA Law Practice Division 2014) (link to online catalog).
• Ernie "The Attorney" Svenson  Update: Paperless Lawyering (With David Sparks).  Great overview of the approach to technology and issues it raises.
• MacSparky - Mac-based approach to paperless and legal technology.

Document Collaboration

Chapter 17 of the 2018 LTG.

Online Storage and Collaboration

SharePoint

• MS solution for collaboration and document management
• Guide believe it is too expensive for solo and small firms (see p. 162)

Dropbox

• Not just file synchronization, collaboration by sharing directories.
• Encrypted but Dropbox holds the key and will respond to court orders and law enforcement requests.  Encrypt sensitive information before placing in Dropbox.
• Apps available for mobile devices
• Use with Boxcryptor or Safemonk for extra layer of encryption (see Security tab)

Google Drive

• Share by sending URL
• Can control what users may do-editing, commenting, viewing
• Encrypted but Google holds the key.  Encrypt sensitive information before placing in Google Drive.
• Google scans content unless you have a business account
• Apps available for mobile devices
• Use with Boxcryptor for extra layer of encryption (see Security tab)
• Try Google Sites for additional features like web page creation and file uploading
• Try Google Docs for word processing, slide show and spreadsheet creation and collaboration

These methods have some risk since Dropbox and Google Drive maintain master encryption keys to the files on their systems.  New products like Boxcryptor may provide ways to share encrypted files with clients.  The video below shows how files shared in Dropbox can also be shared in Boxcryptor.

Wordprocessing and Document Viewers

Adobe Acrobat

• important for court e-filing
• Acrobat XI Standarad and Pro allow for shared document review of comments
• Pro version allows for "enhanced security, Bates stamping and redaction."
• Pro version allows other reviewers with just Reader to participate with comment and markup tools

Microsoft Word

• use "track changes" and comment features
• after document review make sure to strip out metadata (using the "inspect document feature") of such changes and comments before sending to opposing counsel
• video on Perparing Document for Sending

Office 365

• web-based MS Office.
• autosync with OneDrive (previously SkyDrive)
• may share and control editing by others
• UMKC students get it for free at UMKC Information Services
• OneDrive for Business
• Competes with Google Docs

Communications

Skype

• video conferencing
• can add calls to landlines for cost
• sharing files
• not recommended for confidential communications

Preparing a Document for Sharing

• how to remove hidden information and tracked changes from your document

PDF Software

• Adobe Acrobat
• PDF Element 
• Kofax PDF (includes esign)

Legal Research Resources

I strongly encourage you to use the Legal Information Buyers Guide to help you come up with a combination of print and electronic resources that will meet your needs.  The latest version is available by asking at the library service desk. 

Key Online Platforms

• FastCase (included with Missouri Bar membershiip)
• Lexis
  • Variable pricing for 1-2 persons by jurisdictions
  • Per search pricing schedule
• Westlaw
  • Small Firm Pricing 
• Bloomberg Law
• Wolturs Kluwer
• Case Maker
• Case Text (free while in law school)