Configuring the Right Laptop/Tablet for a Lawyer on the Go

Transcription

1 Configuring the Right Laptop/Tablet for a Lawyer on the Go Barron K. Henley, Esq., Partner Affinity Consulting Group 1550 Old Henderson Rd., Suite S150 Columbus, OH bhenley@affinityconsulting.com 2014 Affinity Consulting Group

2 Configuring the Right Laptop/Tablet for a Lawyer on the Go Table of Contents I. Considerations and Categories of Notebook Computers... 1 A. Look for a Notebook Designed for Business... 1 B. Business Notebooks Should Have a Docking Station Option... 1 C. Smaller Notebooks Generally Have Better Battery Life... 1 D. Solid State Drives Offer Better Battery Life and Performance... 1 E. Ultrabooks... 1 II. Appropriate Notebook Computer for a Law Office... 3 A. Notebook Computer Configuration... 3 B. Choosing An Appropriate Model Home Users Abusers Gamers Business Users... 4 a. Tried and True... 4 b. Durability... 4 c. Longer Product Cycle... 4 d. Better Warranties... 4 e. Included Software... 4 f. Not Paying For Stuff You Don't Need... 4 C. Building An Appropriate Configuration Processor... 5 a. i3 i5 i7 Oh My... 5 b. Generations Graphics or Display Adapter Memory or RAM Hard drive... 6 a. Types of Drives... 6 b. Recommendation Screen... 8 a. Screen Size... 8 b. Resolution... 8 c. Touch Operating System... 9 a. Windows... 9 b. Apple Warranty Options... 9 a. System Warranty... 9 i

3 b. Technical Support... 9 c. Accidental Damage Protection Security Software Bundled Microsoft Office Keyboard Battery Fingerprint Reader Webcam Optical Drive/DVD...10 D. Optional Upgrades To a Windows Notebook Configuration Docking Station Battery Dual 23" External Monitors...12 E. Other Computers To Consider UltraBooks...12 a. Acer Aspire S b. Samsung ATIV Book 9 Plus...13 c. Asus VivoBook...13 d. Asus ZENBOOK...13 e. Dell Latitude E7440 Touch...13 f. HP EliteBook Folio...13 g. Lenovo ThinkPad X1 Carbon In-1 Convertible Ultrabooks...13 a. Lenovo Yoga 3 Pro...13 b. Dell XPS 12 2-in-1 Convertible...13 c. Dell Inspiron in d. Microsoft Surface Pro e. Asus Transformer Book T300 Chi...13 f. Dell Venue 11 Pro...13 g. HP Split X2 Ultrabook...13 h. Acer Aspire Switch III. Computer Buying Guide for Lawyers A. Appropriate Windows Operating Systems For A Law Firm Windows 7 or Windows 8? Should You Upgrade from Windows 7 to Windows 8? Bit or 64 Bit Windows?...14 B. Should You Buy An Apple Computer? Apple Is Much More Expensive Limited Support Most Legal Specific Programs Will Not Run on the Apple Operating System...15 C. Brands Law Firms Should Consider...15 D. Get The Software You Need Included With the New PC...15 E. If You Have a Need for Speed - Go SSD...15 ii

4 F. If SSD Is Too Expensive, Look for Hybrid...15 G. Avoid Integrated Video...16 H. Don't Buy Small External Monitors...16 I. Avoid Mail In Warranties or Warranties Less Than 3 Years On Site...16 J. Avoid Over-Sized Notebook PC Screens...16 K. Never Buy the Fastest CPU...16 L. Avoid a Home Configuration On Your New PC...17 IV. Notebook Computer Security and Accessories A. Encryption Symantec Drive Encryption SecuriKey Pro CE Secure Pro Encryption Software AlertBoot SecureDoc Full Disk Encryption BitLocker...17 B. Notebook Lock...18 C. Motion Detector...18 D. Recovery Tag Your Laptop...18 E. Recovery Software for your Laptop...18 F. Travel Mouse Logitech Wireless Anywhere Mouse MX Logitech MX Logitech Performance Mouse MX...19 G. 3M Computer Privacy Filter...19 H. Carrying Cases...19 V. Tablets A. Types of Tablets...20 B. Is It Worth Trying To Run My Practice on an ios or Android Tablet?...20 C. Tablet Recommendations ipad Air Google Nexus Dell Venue Amazon Fire HDX Microsoft Surface Pro Lenovo Yoga Tablet Lenovo ThinkPad iii

5 Configuring the Right Laptop/Tablet for a Lawyer on the Go I. CONSIDERATIONS AND CATEGORIES OF NOTEBOOK COMPUTERS: The categories of notebook computers are constantly changing. Here are a few factors to consider when choosing a notebook for your practice: A. Look for a Notebook Designed for Business: There are two main target markets in the computer world, home users and business users. Computers aimed at home users tend to be more cutting edge but less durable. The warranties aren t as good as business computers and their software bundles are aimed more at entertainment than productivity. Business computers are more rugged, have better warranties, a longer product cycle and their configurations are tried and true. Business computers tend to have docking station options when home computers do not; and you can usually get Microsoft Office and other business software included with the new computer. For example, Dell has 5 main notebook computer lines: Inspiron and XPS (aimed at home users); and Vostro, Latitude and Precision (aimed at business users). B. Business Notebooks Should Have a Docking Station Option: One way to ensure you're looking at a notebook model designed for business is if the model has a docking station built specifically for that model by the manufacturer. For example, Dell Latitude notebooks have an E-Port Plus docking station which has everything from dual display ports to a network port and many USB ports. Lenovo ThinkPad notebooks have the ThinkPad Mini Dock Series 3. If your only option is a 3 rd party docking station from manufacturers like Belkin, Kensington or Targus, then it's probably not a business notebook and you should probably avoid it. C. Smaller Notebooks Generally Have Better Battery Life: If battery life is really important to you, then you may want to consider a notebook with a 10 to 12 inch screen. D. Solid State Drives Offer Better Battery Life and Performance: An option on many higher-end notebooks is an upgrade to a solid state drive ( SSD ) rather than a traditional hard drive. SSDs are considerably more expensive (sometimes a $500 upgrade), but they are much faster than traditional hard drives and because there are no moving parts in them, they use less battery. E. Ultrabooks: This is a relatively new class of notebooks. Intel dubbed the ultrabook category when it announced it would be directing its mobile computing efforts towards a new class of laptops. Intel has updated its definition of ultrabook over time, but the current definition is described as follows: "[U]ltrabooks are a high-end breed of laptops that have to meet a couple of Intel imposed requirements. Intel owns the Ultrabook trademark and they decide on the criteria a certain laptop has to check in order to get

6 included in this select circle. They also update those requirements from time to time. The norms state that any ultrabook with a 14 inch screen or larger has to be 21 mm (0.83 inches) thick or less, unless it packs a touchscreen, in which case it can go up to 23 mm (0.9 inches). Any ultrabook with a 13.3 inch screen or smaller needs to be 18 mm (0.71 inches) thick or less. This one is right now the only size restriction imposed by Intel. There s nothing about weight, but you should know that most 13 inch or smaller ultrabooks weigh around 3 pounds or less, while larger 14 and 15 inch machines weigh around pounds. So they are lighter than the average laptops in their classes. Also, there s no restriction on the screen size, that s why we now have ultrabooks with displays ranging from 11.6 to 15.6 inches in diagonal. And we might see the range expanding even further in the future. Ultrabooks need to be powered by an Intel low-power hardware platform, also known as ULV platforms, from the Sandy Bridge, Ivy Bridge or what is right now the latest Haswell family. Ultrabooks have to meet another important hardware criteria: they have to use either SSD storage (for the premium devices), or hybrid storage options, with a classic HDD and an extra GB SSD for caching. This way, Intel wants to make sure ultrabooks are going to be snappy and responsive. The amount of memory has its important role too, but while most ultrabooks ship these days with at least 4 GB of RAM, there s no restriction imposed here. In theory, an ultrabook needs to run for at least 5 hours on a charge and I m quite happy Intel imposed this, as a portable laptop is meant to be used most of the time far from a wall-socket. There are other things worth mentioning when talking about ultrabooks: The SSD/hybrid storage helps ultrabooks boot fast from cold (usually in 30 or less seconds) and resume from sleep even faster. In fact, the standard imposes ultrabooks to be able to fully-wake from sleep in less than 7 seconds, but in most cases that only takes around 2 or 3; An Ultrabook needs to have at least one USB 3.0 slot or a Thunderbold port; The higher-end so called business ultrabooks embed technologies like Intel Anti-Theft and Identity Protection, meant to protect the content of your storage drives in case your laptop gets stolen. Page 2

7 Also, these will allow you to remotely lock the laptop and make sure it s completely unusable, in case something happens to it; Some of the latest ultrabooks use Intel s Smart Connect Technology, that allows your laptop to receive s, twits and other updates and notifications while sleeping, without having a noticeable impact on battery life; in other words, when you ll raise the lid in the morning, your s and updates will be already there, you won t have to wait for them to sync; 1 II. APPROPRIATE NOTEBOOK COMPUTER FOR A LAW OFFICE: A. Notebook Computer Configuration: Notebook configurations and models change constantly so there's no point in telling you a particular model and configuration to buy because in 2 weeks, you probably won't be able to find what I've recommended. To make this a bit easier, I'm going to describe what I would look for in a new laptop, component-by-component and endeavor to explain each part of the computer to you so you'll understand what you're buying. Here we go! B. Choosing An Appropriate Model. There are four main target markets in the laptop computer world, home users, abusers (my term), "gamers" and business users. Every computer you look at is targeting one of those 4 types of users. 1. Home Users: Computers aimed at home users tend to be more cutting edge but less durable. The warranties aren't as good as business computers and their software bundles are aimed more at entertainment than productivity. Examples from Dell include Inspiron and XPS models. 2. Abusers: These are folks who use laptops in environments where you'd normally never want to take a computer (outdoors, construction sites, etc.). They are generally impervious to sand, dust and liquid. They can be dropped AND kicked and still work. They look like this (bricks): An example is the Dell Latitude Rugged Extreme model. 1 See Page 3

8 3. Gamers: Gamer computers are ultra-powerful, have larger screens, weigh more and typically have terrible battery life. They're built for highend computer games that are extremely demanding and as such, they can process large amounts of data required to play computer games. An example is the Dell Alienware line of laptops. 4. Business Users: Examples include the Dell Latitude and Precision product lines. Benefits for lawyers include: a. Tried and True: Business models have tried-and-true configurations that have been heavily tested, whereas home configurations tend to incorporate the latest (and less vetted) components and configurations. Of course, there is some risk associated with anything considered latest-and-greatest in the technology world. b. Durability: Business models tend to be built for better durability than home models. c. Longer Product Cycle: Business models have a longer product cycle; therefore, the manufacturer will offer the same models and configurations for a longer period of time before upgrading them. Companies can buy the exact same business computer, model, and configuration at any time over a period of months or sometimes years. This helps a business maintain technological consistency among users even if the computers were not all purchased at the same time. d. Better Warranties: The warranty options are generally better for business computers than for home computers. The manufacturers know that business users have zero tolerance for delay when it comes to getting a computer repaired. e. Included Software: Business computers often offer discounts on bundled software such as Microsoft Office. Home computers typically come with games instead. f. Not Paying For Stuff You Don't Need: Home computers often include things that business users would have little use for such as a Blu-ray DVD player and upgraded audio capability. Including these things does not make a computer inferior, but they add to the cost and most business users are not watching Blu-ray movies on their computers or listening to loud music. Page 4

9 C. Building An Appropriate Configuration: 1. Processor: a. i3 i5 i7 Oh My: In a nutshell, an Intel i7 processor is more powerful than an i5; and an i5 is more powerful than an i3. b. Generations: There have been four prior generations of these processors, the current being referred to as the 5th generation (creative, eh?). Business users who will be doing things more taxing on their computers than just and Internet browsing should get a 5th-generation i5 or i7. If you are only doing , Internet browsing, and light applications like word processing, an i3 would be fine. Most manufacturers have 5th-generation offerings out at this point (May 7, 2015), but there are a lot of new computers out there with 4th-generation processors. If you re buying something new and it doesn t indicate that the processor is 5th generation, make sure you ask someone. There's also an easy way to tell what generation a processor is by looking at the first number following the i3/i5/i7 designation. For example, a configuration that includes an i processor is 5 th generation. The number 5 that begins the four-digit number following the i5 is the indicator that it s a 5th-generation processor. If that number was a 4, it would be 4th generation. As of this writing, almost all major Windows laptop manufacturers offer 5 th generation processors. Apple, however, is still offering only 4 th generation processors in the MacBook Pro (even the most expensive model) although I have no idea why. 2. Graphics or Display Adapter: The graphics adapter is the part of a computer which processes the images so they can be sent to the display or monitor. There are two basic architectural approaches for a graphics adapter, integrated and discrete. Integrated means "locating a computer's display circuitry in the chipset on the motherboard rather than on a separate plug-in card." Discrete graphics adapters are typically a separate circuit board inside the computer and are more powerful than integrated adapters. Integrated graphics adapters are typically sufficient for legal users since the applications used are not demanding from a graphics perspective. However, you may want to consider a discrete graphics adapter if any of the following apply to you: a) you want to connect a large external monitor (greater than 27"); b) you want to connect to 2 or 3 monitors simultaneously; c) you need to engage in video editing; and/or d) you run graphics-intensive applications on your computer like computer-aided-design ("CAD") or games. You can do all of the foregoing with integrated video, but the performance of the computer may suffer. Having said all of that, the model of computer you choose may offer you no choice in display adapter. If it's a business computer, it's likely that Page 5

10 you're getting integrated video. I have two 24" monitors connected to a laptop with integrated video and it's fine. I just want you to be aware that if you have a choice, go with discrete. No one ever regrets getting better performance. Below is a screen shot of a configuration from Dell. The Nvidia GeForce 830M is a discrete video option. UMA (in the second option) standards for Unified Memory Architecture which means integrated video. In my professional opinion, the extra $68.31 for the Nvidia GeForce is an absolute no-brainer. 3. Memory or RAM: With normal business usage, 8 GB of RAM is fine. If possible, get the 8 GB on one memory chip. Almost all laptops have two memory sockets on board so if you get all of your memory on one chip, then you can easily add another one later. If you get 8 GB comprised of two 4 GB chips, then to upgrade your memory, you'll have to discard half of what you already have. If you're a power-user and will be doing video editing or working with REALLY large documents, then you might want to consider upgrading to 16 GB. However, I would imagine that 1 in 1,000 legal users would need to do that. Below is a screen shot of the choices for configuring a Dell Latitude: 4. Hard drive: There are a few things to talk about here. a. Types of Drives: There are 3 kinds of hard drives, mechanical (HDD), solid state (SSD) and hybrid (SSHD). Here's a good explanation of HDD and SSD: The traditional spinning hard drive (HDD) is the basic nonvolatile storage on a computer. That is, it doesn't "go away" like the data on the system memory when you turn the system off. Hard drives are essentially metal platters with a magnetic coating. That coating stores your data, whether that data consists of weather reports from the last century, a high-definition copy of the Star Wars Page 6

11 trilogy, or your digital music collection. A read/write head on an arm accesses the data while the platters are spinning in a hard drive enclosure. An SSD does much the same job functionally as an HDD, but instead of a magnetic coating on top of platters, the data is stored on interconnected flash memory chips that retain the data even when there's no power present. The chips can either be permanently installed on the system's motherboard, on a PCI/PCIe card, or in a box that's sized, shaped, and wired to slot in for a laptop or desktop's hard drive. These flash memory chips differ from the flash memory in USB thumb drives in the type and speed of the memory. That's the subject of a totally separate technical treatise, but suffice it to say that the flash memory in SSDs is faster and more reliable than the flash memory in USB thumb drives. SSDs are consequently more expensive than USB thumb drives for the same capacities. 2 It should also be noted that HHD drives have a speed rating in terms of RPM. This refers to the speed with which the magnetic platters inside the drive rotate. The faster they rotate, the faster your computer can access information. You should never get a 5,400 rpm drive because they're just too slow. Instead, look for a 7,200 rpm drive or faster. A hybrid drive combines a very small SSD with an HHD in the same device. They're far less expensive than SSDs, and offer modest performance improvement. Having said all of that, you definitely want an SSD if it's available. They cost a lot more but they're worth it. SSDs are much faster than mechanical or hybrid drives, they use less electricity, generate less heat, and have no moving parts, which means they are much less likely to crash. The performance gains achieved by using SSD are dramatic compared to a mechanical hard drive and are worth the additional extra cost in my professional opinion. b. Recommendation: We recommend a 256 GB or 500 GB solid state drive. To get an idea of the price differences between mechanical, hybrid and solid state drives, below is a screen shot from a Dell configuration with the hard drive options for a Latitude laptop (the reference to Opal means that the drive has hardware encryption built in): 2 SSD vs. HDD: What's the Difference? by Joel Santo Domingo, PCMag, February 17, For the whole article, see Page 7

12 5. Screen: a. Screen Size: What size screen you choose is really a matter of personal preference. I find 11- to 13-inch screens to be too small. My current laptop has a 14" screen which is extremely popular among laptop manufacturers and I like it. Many models offer a 15.6-inch screen but I wouldn't recommend going larger than that. Remember that a bigger screen generally means a heavier laptop and less battery life, but that may be worth the trade-off depending on your usage. b. Resolution: If you have a choice of resolutions on the screen, choose a higher resolution option if you intend to plug external monitors into your laptop and use it primarily in that arrangement. Otherwise, higher resolution screens mean that everything will be sharper, but also smaller. As such, it does little good to get a high-resolution screen that renders everything so small that you can barely see it. If you are connecting to an external monitor, this typically is not an issue because the external monitors are so much larger (we recommend 22 to 24-inch). c. Touch: Many laptops now offer a touch screen. Even if you don't think you'll use it, there's no reason to avoid one of these. It's actually pretty handy when you're reading a document or scrolling down a web page. Currently, no Apple laptop offers a touch screen but all of its competitors do in the Windows world. Page 8

13 6. Operating System: a. Windows: There is nothing wrong with Windows 8.1, in spite of what you may have heard. It is secure, fast, and stable - it's just slightly different than Windows 7 and prior. If by the time you read this Windows 10 is available, I wouldn't hesitate to go with that. If you have a choice, you want the "Pro" version of Windows in 64 bit (rather than 32 bit). For a great discussion of the difference between 64 and 32 bit operating systems, see The Lifehacker Guide to 64-bit vs. 32-bit Operating Systems 3. b. Apple: If you are buying a Mac, you do not need to worry about choices because there aren't any. You'll get the current version of OSX with any MacBook Pro and it is 64 bit. 7. Warranty Options: Here's what you need. a. System Warranty: You want at least a 3 year, next-business day, on-site warranty with 24x7 technical support. If you think you'll be using your computer for longer, then most manufacturers will give you the option to extend your warranty to 4 or 5 years. I generally prefer to cycle out computers every 3 years so I never get a warranty beyond that. Mail-in or carry-in warranties are going to extend your downtime and likely cause you a lot of waiting and frustration. b. Technical Support: You want North American-based support from representatives for whom English is their first language. Nothing is more frustrating than trying to explain a problem to someone you can't understand. ASK THE QUESTION before you buy the computer - where is it based? If technical support is offshore and you can't upgrade to something better, then you might want to keep looking. c. Accidental Damage Protection: If you are worried that you might accidentally break your computer, this is an excellent added measure of protection. This protection is normally recommended for laptop computers, but it s probably not worth it for a desktop. This protects you against liquid spills, drops, falls, and surges (electrical). Manufacturers like Dell and Lenovo offer this kind of coverage and it's surprisingly inexpensive for 3 years. 8. Security Software: At a minimum, you need antivirus software and a firewall. Antivirus software keeps malware off your computer and a firewall keeps hackers out. Windows 8 and 8.1 computers have both of these things built in. You can always buy third party programs like Norton Security, but it's probably unnecessary. Mac PCs do include a 3 See Page 9

14 firewall but not an antivirus program so you definitely need to buy one. If you'd like a little extra protection when you're connecting to ad hoc wireless networks (Starbucks, library, airport, etc.), then consider something like 9. Bundled Microsoft Office: Sometimes you can get Microsoft Office included with the configuration for a new computer for a pretty good deal. It used to always be a good deal to get Office with the computer, but Microsoft has been dropping the price for Office. Now you can get Office Home and Business 2013 for $189 from If you can get it cheaper included with the computer, then there's no reason not to do it. 10. Keyboard: I prefer a backlit keyboard if it's available. I am often using my laptop in low-light situation and although I've been typing for 32 years, I still want to see the keyboard, particularly when I need to hit an F key. 11. Battery: Laptop batteries are measured in terms of "cells." The more cells in your battery (3, 4, 6 & 9 are typical), the longer you'll be able to operate unplugged. You should also know that the bigger the battery, the heavier your laptop will be. I always look for laptop models that allow me to swap out batteries without using a screwdriver or invalidating the warranty. Some laptops just don't let you do this (which is extremely annoying and bad design in my opinion). Rather than get one really big battery that will make my laptop very heavy, I prefer to buy an extra battery of the same size included with the computer in the first place. That way, I can just swap batteries and double my unplugged time. It should be noted that no MacBooks offer user-replaceable batteries or battery choices. You get what comes with the computer and you're stuck with it. 12. Fingerprint Reader: Fingerprint (biometric) readers allow you to block unauthorized users of your computer and login quickly without entering a password. Many manufacturers (like Dell and Lenovo) include free encryption software with your system when this option is selected. This allows you to encrypt your computer so it is unusable without a valid fingerprint swipe. This added level of security is well worth the added cost. No Macs offer a fingerprint reader, but you can by external devices if you want to carry them around with you. 13. Webcam: A webcam will allow you to participate in Web meetings, Skype, and many other services. Many are now built into the lids of laptops and this is a must-have if you participate in web meetings. 14. Optical Drive/DVD: The smaller and lighter your laptop, the less likely it will even offer a built-in optical drive. No Apple laptop offers these. While most software used to come on DVD, today it's most often downloaded. If you need one all of the time because you're playing or Page 10

15 burning DVDs, then look for a model with one built-in. Otherwise, you're better off getting an external drive which connects via USB and you can use it when you need it. You can buy a nice USB 3.0 external DVD drive for about $35 from D. Optional Upgrades To a Windows Notebook Configuration: 1. Docking Station: In my opinion, this is the most important add-on for a laptop. One way to ensure you're looking at a notebook model designed for business is if the model has a docking station built specifically for that model by the manufacturer. For example, Dell Latitude notebooks have an E-Port Plus docking station which has everything from dual display ports to a network port and many USB ports. Lenovo ThinkPad notebooks have the ThinkPad Mini Dock Series 3. If your only option is a 3 rd party docking station from manufacturers like Belkin, Kensington or Targus, then it's just not a business notebook and you should probably avoid it. Furthermore, there are docking stations which connect via USB and docking stations which connect via a special, high speed-port built into the laptop. Without question, the docks that have a special, high-speed port are much better. If you can avoid the USB dock, do so. USB docks use up one of the USB ports in your laptop and since they can't power your laptop, you still have to plug a power cable into your laptop in order to dock. By contrast, a dock which uses a high-speed port doesn't use up a USB port and provides the power of your laptop. For example, this is what a USB dock looks like (front and back). It connects to your laptop via a USB cable. This is the front and back of the type of docking station you WANT which connects via a high-speed port. Page 11

16 This is the high-speed port that connects to the under-side of the laptop 2. Battery: If I can add a 9 cell battery to upgrade a standard 6 cell, that's going to give me a lot longer unplugged span. It makes the notebook bigger and heavier, but it will add considerably to the battery life. 3. Dual 23" External Monitors: I recommend two of the Dell Professional P2311H 23 inch monitors. They tilt, swivel and rotate to portrait; they have USB ports on the side; and they have great quality. E. Other Computers To Consider: If you've got the budget, look for a standard ultrabook or an ultrabook 2 in 1 Convertible. Intel has also defined an Ultrabook 2 in 1 Convertible. These devices are laptops which can also serve as tablets. According to Intel: Tablet when you want it, laptop when you need it. Can t decide between a tablet and a laptop? Don t. Get Intel-level performance and versatility with an Ultrabook 2 in 1: the mobility of a tablet combined with the power of a laptop. Simply detach, flip, or slide your device to go from work to play. Run full versions of the most advanced photo and video editing software, use popular programs that help you get tasks done, enjoy your favorite media applications, synch your MP3 devices and playlists, and more. Ultrabook is also fully compatible with existing Windows*-based applications and countless peripheral devices UltraBooks: The only problem with Ultrabooks in general is that they tend to lack docking station options. You can probably get USB docks for the, but they generally don't have model-specific (fast) docks. Only the Dell Latitude 7000 Series and the HP EliteBook Folio have legitimate business docks. 4 See Page 12

17 a. Acer Aspire S7: See b. Samsung ATIV Book 9 Plus: See c. Asus VivoBook: This is a little higher-end than the Zenbook. See d. Asus ZENBOOK: See e. Dell Latitude E7440 Touch: Impressive and offers a full docking station option for business users. See ultrabook/pd f. HP EliteBook Folio: See g. Lenovo ThinkPad X1 Carbon: See carbon/ 2. 2-In-1 Convertible Ultrabooks: a. Lenovo Yoga 3 Pro: See b. Dell XPS 12 2-in-1 Convertible: See c. Dell Inspiron in-1: d. Microsoft Surface Pro 3: See e. Asus Transformer Book T300 Chi: See f. Dell Venue 11 Pro: See g. HP Split X2 Ultrabook: See h. Acer Aspire Switch 10: See Page 13

18 III. COMPUTER BUYING GUIDE FOR LAWYERS: A. Appropriate Windows Operating Systems For A Law Firm: 1. Windows 7 or Windows 8? If all of your software is certified to work with Windows 8, I would go that route, particularly if you plan to buy a computer with a touch-screen. 2. Should You Upgrade from Windows 7 to Windows 8? I wouldn t unless you really want to try Windows 8 and have a touch-screen computer Bit or 64 Bit Windows? Without question, go with Windows 64 bit. Benefits include: Increased memory support beyond that of the 4-GB addressable memory space that is available in a 32-bit operating system. Therefore, if you purchased 8 GB of RAM with a new computer, a 64 bit system would be able to use it (and would therefore perform better) whereas a 32 bit system would only be able to use the first 4 GB and ignore the rest. Increased program performance for programs that are written to take advantage of a 64-bit operating system. Enhanced security features. B. Should You Buy An Apple Computer? Despite well-deserved acclaim for design and ease of use, Apple's share of the worldwide PC market is tiny compared to Windows. Apple makes excellent computers, but here's why I'd recommend avoiding them in a law firm environment: 1. Apple Is Much More Expensive: Comparably equipped laptops from Apple cost about 40% more than a Windows equivalent machine like a Dell or Lenovo. 2. Limited Support: a. Network Support: Let's say you want to set up a small network with an Apple Server and 4 connected Apple computers along with a network printer and scanner. First of all, Apple doesn't even sell servers anymore. So you'll have to find a Windows server. If you're not sure how to do that yourself, good luck finding someone who can help. Apple has never aimed at business users and there are frankly very few network design firms that do anything with Apple. On the other hand, if you wanted a Windows network, there are probably hundreds of options for help with that depending upon the size of the market you're in. For example, in Columbus, Ohio there are hundreds of computer Page 14

19 consulting firms that can set up Windows networks and computers. b. Computer Support: Apple doesn't offer on-site warranties with its laptops. Therefore, you'll have to ship it to them for service or find an Apple Store or other authorized service center and take it there. Desktops to offer on-site support, but it's a last resort. 3. Most Legal Specific Programs Will Not Run on the Apple Operating System: For example, the top 5 legal case management applications or top 5 time/billing and accounting programs will not run on the Mac OS. The best document assembly or trial presentation programs also do not work on a Mac. Finally, I've never seen a practice areaspecific program that would work in the Mac OS. For example, leading Bankruptcy programs like Best Case and leading estate planning drafting systems like WealthDocx only work in Windows. Yes, you could run Windows on a Mac and use those programs. However, see the price penalty you get to pay above in addition to the fact that you have to buy and install Windows on the Mac. Furthermore, many programs require a Windows server in order to run. C. Brands Law Firms Should Consider: Safe brands for notebooks in general are Apple, Asus, Acer, Toshiba, Fujitsu, Lenovo, Sony, Toshiba, Dell, Gateway and HP. At this point, the survivors in the computer hardware world have to be good or they would have gone out of business by now. D. Get The Software You Need Included With the New PC: It is typically less expensive to have the software you want included with the new PC compared to what it would cost to buy it separately. E. If You Have a Need for Speed - Go SSD: As previously described, SSD stands for Solid State Drive. It is now a common option for PC manufacturers to offer an upgrade to an SSD drive in lieu of a standard hard drive. They cost more and they tend to be a bit smaller in terms of how much data they can store. However, they're significantly faster, they have no moving parts (and therefore far fewer mechanical issues), they're less fragile, they give notebook computers better battery life and they're silent. F. If SSD Is Too Expensive, Look for Hybrid: A hybrid hard drive (HHD) is a mass storage device that contains both a conventional hard drive and a flash memory module. The flash memory handles the data most frequently written to or retrieved from storage. Hybrid hard drives have several advantages over conventional hard drives, including: Faster data storage and retrieval for applications such as word processors Reduced system boot-up time Lower power consumption Page 15

20 Decreased heat generation Extended hard drive life Extended battery life for notebooks and PDAs Reduced levels of operating noise 5 G. Avoid Integrated Video: The video process in a computer requires memory. If your video adapter doesn't have its own memory, then it steals it from your system RAM. This will slow down your entire computer. Furthermore, many programs, including Windows Vista are very graphics intensive. If you get a cheap, integrated video adapter, you're going to severely compromise your computer's performance. H. Don't Buy Small External Monitors: Get at least a 22" external monitor if you're going to get one. There is no excuse, whatsoever, for small monitors considering how inexpensive 22" monitors are these days (you can easily find them for $200 or less). Stop squinting and getting a headache. I. Avoid Mail In Warranties or Warranties Less Than 3 Years On Site: These will leave you annoyed and with an unacceptably long down-time as you wait for the fixed computer to be returned. J. Avoid Over-Sized Notebook PC Screens: I would avoid anything 17" or bigger. These enormous screens on notebooks sound like a good idea until you see how big and heavy it makes the notebook. Just get an external monitor if you need something bigger, but I wouldn't go bigger than a 15.5" notebook screen to keep the size of the machine reasonable. K. Never Buy the Fastest CPU: You're always going to pay a premium to get the fastest CPU available at any given time and they just aren't necessary in a law firm environment. Therefore, look for a standard business computer one or two steps down from the fastest CPU to get the best bang-for-the-buck. For example, in the list of processors options below (from a new Dell notebook), I'd pick the i5-5200u and avoid the $152 penalty for getting the fastest one. 5 See Page 16

21 L. Avoid a Home Configuration On Your New PC: Most manufacturers have a hardware and software combination that is targeted at office/business use and another combination that is targeted to home use. Make sure you get an office combination. You don't need a 1 TB hard drive, an AGEIA PhysX physics accelerator, a Dual TV Tuner with Remote Control, a Sound Blaster Audigy 2 Gamer sound card, you don't need surround sound speakers with a powered subwoofer, and you probably don't need photo editing software. So don't pay for those things! If they come with the computer you're considering and can't be removed from the configuration, then you're paying for them. IV. NOTEBOOK COMPUTER SECURITY AND ACCESSORIES: A. Encryption: According to the Open Security Foundation, the largest single type of security breach is a stolen or lost laptop (see If you've got a notebook computer, there's always the chance that someone will steal it or that you'll misplace or otherwise lose it. If you have confidential client information on the laptop, then it would be prudent for you to encrypt the laptop. Encryption would prevent a thief or finder of your laptop from obtaining any information from the hard drive, even if they remove the hard drive and install it in another computer. There are many choices for this type of software, including the following: 1. Symantec Drive Encryption SecuriKey Pro CE Secure Pro Encryption Software AlertBoot SecureDoc Full Disk Encryption from Winmagic Data Security BitLocker - included for free with Windows Vista, 7 Ultimate & Enterprise & 8 Pro & Enterprise. Page 17

22 Many business notebooks also have the option of setting up a boot password (which costs nothing extra) and some offer built-in hardware encryption. B. Notebook Lock: These are necessary if you occasionally have to leave the notebook unattended. There are dozens of options for this and most of them cost less than $20. If you go to any online vendor s site and search the terms notebook lock you ll find many options. C. Motion Detector: This is a device that attaches to your laptop and can be activated by you whenever you need it. If your computer is touched once activated, it will emit a piercing alarm. Options include the Targus DEFCON 1 Laptop Computer Security System ($16) or the Doberman Security Laptop Defender ($30). D. Recovery Tag Your Laptop: This is a simple idea that really works. You put small stickers on each piece of hardware (laptop, PDA, etc.) which has a phone number people can call to return it to you if it is found. Check out these services: E. Recovery Software for your Laptop: These services install a program on your laptop that can't be removed, even if the hard drive is reformatted. If your laptop is stolen and the thief reconnects to the Internet, the program starts sending out a homing beacon. The responsible company works with local law enforcement to try and recover your computer. Yes, it really works! Consider these services: F. Travel Mouse: If you don't like touch pads and eraser head pointing devices, you'll want a travel mouse. Page 18

23 1. Logitech Wireless Anywhere Mouse MX: The new Logitech Darkfield Laser Tracking works on more surfaces than other mice even on glass. I love this mouse - $50 at 2. Logitech MX Logitech Performance Mouse MX: This is a high-end mouse that will work on almost any surface, including glass. However, it s strictly for right-handed users. $89 from G. 3M Computer Privacy Filter: Wandering eyes beside you see only a dark screen, it's easy to attach and remove, and it's available for laptops in many sizes. To find the one right for your laptop, go to Expect to pay around $50. H. Carrying Cases: You need a case to carry all of your gear around in so we recommend that you survey the field by going to which has a vast selection of computer carrying cases. Recommended features: 1. Get wheels - no matter how dumb you think it looks to pull around a wheeled case, it's better than sweating through an airport with a dull throb in your shoulder which results from lugging around traditional carrying cases. Page 19

24 V. TABLETS: 2. Ballistic Nylon cases have much better durability over the long haul than leather 3. Make sure the case you choose has a well-padded computer compartment 4. Don't forget to get a case with room for all of your stuff. Better that you have one larger bag than several smaller ones. Remember the two carryon limit on most flights and if you fly smaller jets or puddle-jumpers, then it might be a 1 bag limit. A. Types of Tablets: Tablets can be categorized by their operating systems. You basic choices are ios (ipads), Android and Windows. They come in all sizes, most ranging from 5" to 12" (diagonal). Which one is right for you really depends upon how you intend to use it. Android and ios tablets are traditionally designed for content consumption (reading) and light work ( , for example). Without an external keyboard and considering how small the screens are, they're really not great for doing legal work. Plus, there are limitations on what you can run on them. On the other hand, if you get a Windows tablet with a docking station, external monitor, keyboard & mouse, you've got a serious productivity tool. Ultimately with the proliferations of Windows tablets and 2-in-1 devices, the distinctions between tablet and laptop are blurring. The phones getting ever bigger and laptops morphing into tablets, I don't see a bright future for the traditional tablet like an ipad. B. Is It Worth Trying To Run My Practice on an ios or Android Tablet? In short, probably not likely. ios and Android aren't great for creating content (documents, etc.) and that s what lawyers do. Plus, an ipad Air GB is $640 and a case with keyboard is $62. So add shipping and/or tax and you re at $702. By comparison, I could buy an Acer Aspire One AO notebook computer for $349 which has an 11.6" screen, 4 GB of RAM, a 320 GB hard drive, Windows 8 and a full-size keyboard. If I want a reading device, I can always buy a Kindle WiFi for $69. The laptop and the Kindle combined cost $418 which is still $284 less expensive than the ipad. That doesn t mean that an ipad isn t a good accessory for your practice. It s just not the engine of it. C. Tablet Recommendations: Some of the best choices are the following: 1. ipad Air 2: ios - 9.7" display - see 2. Google Nexus: Android - 9, 6 & 5" display options - see 3. Dell Venue 8: Android - 8.4" display - see Page 20

25 4. Amazon Fire HDX: Android - 7 or 8.9" display options - see 5. Microsoft Surface Pro 3: Windows - 12" display - see 6. Lenovo Yoga Tablet 2: Available in Android and Windows - 8" display - see 7. Lenovo ThinkPad 10: Windows - 10" display - see Page 21