Course Summary: Computer technology and software applications within the law office.

Transcription

1 LGLA-1317 Law Office Technology Weekly Lesson Plans & Study Outline (2009) Instructor: Clyde Leuchtag, J.D. Phone Number: Office Number: clyde.leuchtag.com Course Summary: Computer technology and software applications within the law office. Instructional Materials: Goldman, Thomas. Technology in the Law Office. 2nd edition. Prentice Hall. ISBN: Additional Resources: Web based resources are available for the entire course. See FIRST CLASS: Housekeeping: (1) Review Syllabus (2) Turn in ( ) posted online portion of the homework assignment BEFORE class, except for written questions assigned from end of chapter. (3) Extra Credit opportunities. (4) Projects & Lab work (learn by doing) Skill Assessment: PC & Laptops use Smart phone utilization v. paper planner OnJob & School software programs How do you balance checkbook Aptitude self-assessment: slow, medium, or fast learner Handouts: Final Exam from last class Basic Tech Skills Assignment1: 1) Read Chapter 1 Technology in the Law Office 2) Do online Multiple Choice and True-False questions for Ch 1 Technology in the Law Office and your answers to me at [email protected] 3) Create a profile on your home computer (see p22) 4) Ch1 Answer Concept Review Questions: 5,6,7,9,10,13,14,17,19 5) me OR bring your UPDATED resume to class Ch1. Technology in the Law Office

2 1. Explain the functions of the components of a computer system in the law office. 2. Describe the different classes of software and the functions they perform in a law office. 3. Discuss the impact of the Federal Rules of Civil Procedure on electronic documents and the use of technology in the law. 4. Explain the role of the technology support staff. 5. Describe the need to understand the language of technology. 6. Identify technologies that can help the legal team. Discussion Outline: Computers can make a law practice more effective Increases efficiency in the long run (saves time) Increases accuracy, especially with mail-merge documents Facilitates (makes easier) collaboration among the litigation team Video Conferencing (Skype.com v. $35,000 system) VoIP (internet phone & video) Remote Access Benefits of Being the go-to person for technology/computer issues Can increase your perceived value to the organization Can create internal networking opportunities Can have influence on what systems are purchased May get priority on new equipment allocations Where s my document? (folder system for organizing documents/files) Folders & sub-folder system Detail View Address field to see where in the folder system you are. What is a the Desktop? Shortcut v. file Types of Information to manage (organize) in a law practice Case Files Calendar (appointments) Contacts (people) Tasks (Things-to-do lists) Correspondence Other documents (e.g., , spreadsheets) Using Facebook (& Linkein) for professional networking Potential Projects: (all projects to be demonstrated in class) 1. Organize resume & articulating your value on Monster.com 2. Download OpenOffice.org software to your computer, and demonstrate some basic features to class 3. Demo Sype (video conferencing) 4. Sync smart phone with computer and print out a paper schedule from the computer 5. Demo free or cheap ($5 per month) web site creating software 6. Demo free group calendaring software available over the web 7. Can paralegal advertise for Social Security clients in Texas (using web research) 8. List of shareware software you could use to set up a law office 9. Power Point presentation on some pre-approved legal career topic Handouts: Assignment2: 1) Read Chapter 3 Computer Hardware and Software 2) Do online Multiple Choice and True-False questions for Ch 3 Technology in the Law Office and your answers to me at [email protected] 3) Ch3 Answer Concept Review Questions: 5,8,10,11,18,20 (for Microsoft Word 2007 and OpenOffice 3.0) 4) Chapter Feedback: a) what is most important concept you learned in class, b) what is the biggest question you still have about the material covered in class, c) suggestions for instructor improvement. NOTE: All Subsequent Assignments will be posted on my web site.

3 Ch 3+ COMPUTER HARDWARD AND SOFTWARE, 1. Discuss the different types of computer systems used in a law office. 2. Explain the differences between applications and specialty applications software. 3. Understand basic issues in installing and using software. 4. Understand how a network functions and the issues of network security. Discussion Outline: Hardware (physical equipment) CPU is the brain (calculator) of the computer (Central Processing Unit), also called the chip The CPU interprets computer instructions and processes data (calculates) Intel is the #1 manufacturer (Pentel is one of their brand names/trademarks) Hard Drive: holds the programs and (data) information. RAM Memory: holds information temporarily (e.g., the program and data you are working on). The CPU can access (read) the data in memory MUCH FASTER than it takes to read data from the hard drive, e.g., saving a document v. typing information into the document. Memory is cheap and easy to install USB Port: connection in which you can plug other hardware into a computer, e.g., flash drives, printers, scanners, etc. Flash/Thumb drive: has replaced the floppy disk for storing data in a portable form Never just pull-out a falsh drive without first shutting down the flash drive or the computer because the data can eventually get corrupted (unusable). Laptop (portable computers) Docking Station: makes connecting to external monitor, keyboard, network cable, etc. so that it works like a desktop PC. Netbook (mini) Wi-Fi card v. Air card Smart phone: combination of a phone and PDA (personal data assistant), which can process , appointments, contacts, tasks, etc. PDA=a hand held computer Brand names: Blackberry, Palm Treo, Apple I-phone UPS (uninterrupted Power Supply) Network: several computers connected together HUB, Switch, Router: these devices help connect multiple computers (PCs) to a network (including the internet), switch is more sophisticated than a hub Server: faster computers with more hard drive space on the network that many computers connect to and keep data on. Workstation= the PC connected to the network server Thin Client= less powerful than a PC Wireless network access point: serves as a hot-spot for a network (instead of having to connect a computer to the network with a network cable) C: Drive usually refers to the local hard drive on a computer (other letters are usually used to point to folder on a network servers) Important documents and information should be saved to network server drives (NOT the local workstation hard drive) Network hard drives are more reliable (new & higher quality), usually with up to date virus protection. Most large Networks are routinely backed up, including off-site backups You can access the information remotely You can share the information with others who have security permissions to access it. IP address: series of number that can be used to identify a computer on a network World Wide Web (the internet) is the worlds largest network Modem: translate electronic communications between computers Necessary for a computer to access the internet (e.g., cable modem, DSL modem, etc.) Can be used to send a fax directly from a computer over a regular (analog) phone line ISP: Internet Service Provider (e.g., AOL, Comcast cable, ATT DSL) Cable & DSL (digital phone line) are much faster than a dial-up connection Firewall: can be hardware and/or software that helps control communications between a network (or a computer) and computers on the world wide web.

4 Domain Name: leuchtag.com URL = Web Site Address: Software (programs) Operating system: runs the basic functions of the computer (Microsoft Windows is the most used) Linux is a free operating system Drivers: small programs needed to operate hardware connected to a computer (e.g., scanners, printers, flash drives, etc.) Many drivers are included in the operating system, which allows for plug-and-play installation of many hardware devices (e.g., printers, scanners, monitors, flash drives, etc.) Applications software: Extra Programs installed on a computer to do work, e.g., Microsoft Office. Specialty software: programs that do very specific jobs, e.g., legal case mgt, time & billing, accounting, etc. Databases: organized data into tables in a more sophisticated manner than a spreadsheet (MS Excel) or a table created in a word processor (MS Word). Viruses: malicious software programs designed to damage operation of or info on a computer Anti-virus programs are essential Spyware, adware, malware: small programs that are designed to gather info from, create pop-up ads on, (etc.), a computer without the permission of the user. Hundreds of these small programs can significantly slow down the operation of a computer Software License: a legal agreement that allow a user to install and use a particular software program. Shareware (Freeware): software that can be used for free, such as Open Office Demo Software: can be used for free for a trial-period (often 30 days). Organizing a Law Practice Case/File/Practice management software The operating system (MS Windows) organizes files (data) into folders and sub-folders, much like files in a file cabinet. Indexing (like index cards in a library) is the basic way to make finding information faster Internet search engines index the world wide web Practice/case management programs are specialty software programs that index (organize) information by case/file in tables contained in large databases Case management programs organize case information better than Microsoft Outlook, but some case management programs link to MS Outlook so that the user does not have to keep/update duplicate information in both programs Time & Billing software: part of most case management programs (very important for private practice) Not as important in government or corporations Database design principles (how they work) Information kept in many tables linked together Linking tables together (relational database) Normalization= eliminate duplication One-to-many v. many-to-many links Indexing (by field) Importance: 1) choosing a practice management program, 2) you will know more about how you can use the database (creating reports, merge field templates, new fields), 3) understanding how data is organized helps you know what to ask for from IT when you need new features/functionality that you cannot do yourself. Video on basic Computer components in plain English Open a PC and go over the Main components Ungraded Pop-quiz on material so far Review end of chapter thinking questions Ch 1 Review end of chapter thinking questions Ch 3 Handouts: 1) features of Practice Mgt Software 2) Excel spreadsheet of names & addresses 3) Last semester s final exam questions

5 Ch4. THE INTERNET AND ELECTRONIC MAIL 1. Discuss issues in the use of the Internet for sending and receiving electronic communications and documents. 2. Describe issues in downloading and installing software from the Internet. 3. Define metadata. 4. Explain the role of list serves and the etiquette in using them. Discussion Outline: Internet Issues Downloading & installing software Virus & adware Licensing Minimum requirements Connection speed & reliability Spyware/Adware & trusted sources Virus protection & firewalls Security Level of Browser Speed of computer as more software is installed Close other programs to free memory & prevent conflicts (std method of communication now) Priv/confidentiality Issue Type ahead feature Reply to all Priv stamp Encryption Technical Issues Viruses! Storage Exchange Server Mail box size limitations Organizing saved s Outlook personal folders.pst files File Attachments (probably the most widely used method used for sharing digital files) Sending files (how) Zip file File formats (review): e.g.,.doc.pdf.wpd.tif Help, I cannot open this attachment! E-discovery Records retention schedules Litigation hold HIPAA (must secure medical info) Send an attachment Open an attachment with no suffix Review & Turn in Chapter 4 written questions Handouts: 1) Etiquette 2) archiving 3) Twitter

6 Ch5. Electronic Research 1. Describe the goal of research. 2. Describe the online resources available for conducting legal and factual research. 3. Explain the use of the terms bookmarks and favorites and the value of social bookmarking. 4. Construct a search query and complete an Internet search. Discussion Outline: Full-Service v. Limited-Service providers Free v. Cost (does free always cost less? E.g., people finder) Research Plan (p.120) Search Queries Boolean v. Advanced Boolean search queries Factual Research (v. Legal Research) People finder Asset finder Newspaper archives (Lexis/Nexus=full-service) Locations (Maps, Satellite, pictures, aerial pics, etc.) Search Engines (google, bing, Yahoo, etc.) Legal Research FindLaw (free) v. Westlaw (Full-service provider) Updating Legal Research Shapardizing (same as Westlaw KeyCite service) Westlaw updates (search & KeyCite) MISC Bookmarks v. Favorites (in your browser: Mozilla v. IE) Search Queries also used in E-Discovery (Wal-Mart 10 million doc example of narrowing the request) Boolean searching power-point presentation Do the first 4 online exercises from Chapter 5 (online resources page) Shepardizing: Do KeyCite exercise on WestLaw Go over & turn-in written questions from Ch 5 Handouts: 1) Boolean searching 2) Shephard s page example

7 Ch6. WORD PROCESSING 1. Explain why the ability to adapt to changes in software is an important skill. 2. Find desired functions and navigate in word processors. 3. Find online and program resources for learning how to use the program and its features. 4. Create and save a document in a word processor. 5. Discuss security issues and solutions in saving word processing documents. 6. Use some of the special features in word processors in creating documents. Discussion Outline: OpenOffice.org Where is my Document? (My)Documents (default) folder Can change default Document Formats (review) SaveAs feature Free PDF converter Searching for a Doc Google desktop searches Common/popular features Document security Track-changes Strip meta data Priv=Client-Communication and/or Atty work product Convert to PDF Compare Table of Authorities v. specialized software SaveAs (different format) Headers & Footers Convert from other file formats Add-Ins (e.g., avery labels, convert FROM pdf, etc.) Templates Merge Codes & Mail Merge Date comes from where? (word, outlook, excel, access/database) Word 2007 (.docx) Ribbon v. Pull-down menus Plug-in to read newer versions Plug-in to strip meta-data Help is Found where? Co-workers, google search, help menu, online tutorials, play with the program Mail Merge from MS Outlook (question #18) Create a Template with MS Word Create a table in Word Go over and turn-in Chapt 6 written questions Handouts: none OTHER: none

8 Ch7. ELECTRONIC SPREADSHEETS 1. Define the terms used to identify the parts of an electronic spreadsheet. 2. Find online and program resources for learning how to use the program and its features. 3. Create and save an electronic spreadsheet. 4. Use some of the special features of spreadsheets Discussion Outline: Terms Table Row, Column Label or Heading Cell Formulas & Formulas Bar Worksheet v. Workbook Automatic Calculations (Family law, personal injury damage calculations) Template Examples Time sheet Asset ledger (p196) HUD real estate items (p199) Security: Protecting parts of spreadsheet Features Keep top row from moving Tools for creating graphics Fill out time sheet handout on your workstation Go over and turn-in Chapter specific written questions, including creating a spreadsheet of grades, including creating graphics and grade average formula Sum formula for a column Make label row a different color or light grey Make label (first) row not move when you scroll down (word 2003 and word 2007) OR in OpenOffice Handouts: Time Sheet Template OTHER: none

9 Ch8. ELECTRONIC DATABASES 1. Define the function of a database and the terms used to identify the components. 2. Explain how databases may be used by the legal team. 3. Find online and program resources for learning how to use the program and its features. 4. Explain how to plan and setup a database. Discussion Outline: (Databases organize data) Design v. Understanding Design (why is it important) makes working with the software developer, inside IT personnel or outside consultant easier when they are improving or creating the database application you are using makes using various database application easier helps with purchase decisions when comparing database applications available helps you understand additional features you can use in the database application you have, and helps qualify you to become one of the people who help keep the database functioning properly Main Categories of Things in Microsoft Access Database Tables Forms (screens, windows) Reports Queries (questions, searches) a snapshot (temporary) table with information you searched for Can also be used to do calculations like a spreadsheet Common Database functions Search a field Filter Sort Pull-Down choices (combo-boxes) Reduces typos and inconsistency Limits options that user can choose to place into the field Faster input (more user-friendly) Reduces duplication by having info in separate tables (linked together) where numbers reference a record contained in another table Terms Records=rows Fields=columns Security database in a law office contains confidential information that ethically must be protected but must also be available to those who need it Microsoft Access provides options for password and permissions level setup that can be used to restrict access Demonstration of Access Database application used at the Harris County Attorney s office for managing transactional files/matters Go over and turn-in Chapter specific written questions, including creating a spreadsheet of grades Handouts: none OTHER: none

10 Ch9. THE PAPERLESS OFFICE 1. Explain what is meant by the term the paperless office. 2. Explain the need for a filing system for electronic documents. 3. Discuss the ethical considerations in the paperless environment. 4. Describe issues in court-related electronic filing. 5. Describe the types of electronic document formats. 6. Describe the hardware and software issues in scanning documents. 7. Explain the concept of the electronic notary. Concepts Outline: I. Introduction to the Paperless Office traditional office documents created and stored electronically, printed out and placed in a paper file paperless office documents created, stored, retrieved, sent and received electronically conversion from traditional to paperless office requires conversion and storage of paper documents, which is becoming less expensive with scanners and software programs II. III. IV. Organizing the Office for Storing Electronic Documents must put in place a systematic method for saving documents A. Files and Folders 1. traditional office has file cabinets which hold file folders that contain information and documents related to a particular client 2. filing structure for electronic files uses the same basic format, but with virtual folders and files 3. standard procedure is required for setting up and maintaining files to avoid the potential of someone setting up a competing system that only she can use or to avoid duplication of files 4. simple procedure using drop down and drag to set up and arrange files Security Issues A. Access to Files and Folders Ethical Considerations 1. special attention needs to be paid to protecting confidential and privileged information that everyone in the office may have access to files via a network file server 2. in traditional office items are protected by placing them in a locked cabinet 3. one method of restriction is to set up separate file servers for different clients or sensitive cases with access limited exclusively to those working on the case 4. another is password restricted access to files with varying levels of access such as read-only access or edit with track changes only 5. ethical wall complete restriction on access to information about a case or client may be necessary 6. network administrator - person with highest level of access to the network and files who will be the gatekeeper, determining access for others who use the system. B. Limiting Access to Electronic Files 1. achieved by using passwords and permissions 2. permissions - set of attributes that specifies what kind of access a user has to data or objects in a database. 3. permit or restrict the access of individuals, or groups of individuals Electronic Filing filing documents in electronic format with the court or other agency via the Internet or computer connection no universal standard, yet

11 each court or agency has its own rules and procedures that must be consulted, usually on its website A. Electronic Filing Standards 1. no national standard for courthouse software on a state level 2. the federal courts have adopted a single system, called the Case Management/ Electronic Case Files(CM/ECF) 3. provides enhanced and updated docket management with all documents maintained in electronic format B. Educational Resources for CM/ECF 1. step-by-step tutorials and videos available on line at U.S. Courts website V. Electronic Documents Formats ability to obtain forms from agencies and courts on line A. PDF Format 1. portable digital format (PDF) - security feature that saves text documents, such as those created in Word or WordPerfect, as a graphic image that can be sent to and viewed by another but cannot be modified 2. requires converter program, most word processing programs feature a PDF conversion tool 3. recipient of file must have Adobe Reader, a free downloadable program that permits reading of the PDF file B. Adobe Acrobat 1. standard program for creation of PDF files 2. includes security features which can limit printing 3. allows the legal team to send documents that can be viewed by others on the team without making changes to the original document but offering comments to the originator of the document C. PDF Converter 5 1. ScanSoft PDF Converter 5 low cost alternative to Adobe Acrobat 2. converts PDF files to fully formatted Word, WordPerfect and Excel documents which can then be modified and saved 3. ability to convert files to audio files for play back through an MP3 player 4. similar security for access, printing VI. Scanning the change to paperless office is gradual and must address the conversion of all the old paper files and interfacing with the office that has not yet become paperless copies of documents can be scanned and archived or saved A. Scanning Hardware 1. most modern printers and copiers are also scanners 2. most offer double sided scanning of documents with high accuracy 3. coupled with the right software, the scanner makes electronic documents of paper documents 4. flat bed scanners lacks a document feeder but allows the scanning of document which can t go through a feeder such as books 5. automatic document feed scanner allows multiple sheets of paper to be fed and scanned B. Scanning Software 1. easy-to-use high speed scanning and document capture 2. permits organization, finding and sharing of paper documents now made digital C. Optical Character Recognition (OCR) 1. technology that takes data from a paper document and turns it into editable text data. 2. document is scanned then OCR software searches the documents for letters, numbers and characters D. Examine a PDF for Hidden Content

12 1. metadata information contained within the document about the document, in most cases should be eliminated before sending documents to others 2. Acrobat, like most software, provides a security feature Examine Documents to look for and eliminate metadata 3. problem is remembering to do it - make it a standard practice to review before sending electronically or before saving or both VII. The Electronic Notary traditional role of a notary is to offer an independent validation of a person s act of signing a document electronic notary seal (ENS) - electronic digital signature unique to the individual notary when made a part of an electronic document, ENS encodes an electronic signature that makes any changes to the electronic document obvious to anyone viewing the document, with a message on the document indicating that a change, addition, or deletion to the original document has occurred Online Questions for Chapter to the instructor after grading web site has links to online chapter questions OTHER:

13 Ch10. OFFICE MANAGEMENT SOFTWARE 1. Explain the basic functions of office management software. 2. Describe the function of calendaring software in the law office. 3. Explain the importance of timekeeping software. 4. Explain the importance of accounting records in a law office. 5. Find online and program resources for learning how to use a program and its features. Concepts Outline: Introduction to Office Management Software administrative activities common to most, if not all, law offices 1. timekeeping 2. calendar maintenance 3. accounting electronic office management systems allow access from anywhere II. III. IV. Office Management Programs Most office functions can be divided into the following categories Calendar keeping personal appointments, case deadlines, statute of limitations and important dates reminders Contacts keeping a current list of names, addresses, phone, addresses, and other information for clients, opposing counsel, vendors, networking contacts and other people and firms Files keeping track of individual case files, projects, client matters and related documents Accounting keeping track of time and billing information, client and firm funds and escrow accounts and preparing bills, reports and tax returns How do Office Management Systems Work? generic office management systems, such as Microsoft Outlook offers features like a calendar with reminders, contact management, Outlook also offers ease of synchronization with hand held devices like Blackberry legal specialty office management, such as AbacusLaw and Tabs3, have greater depth of integrated functions which share data between different functions within the software Abacus and Tabs feature a program shell (software program containing a platform for using different software programs) that allow the use of one or more programs and the sharing of information across the programs legal specialty software uses a set of databases to record and share information across a group of program functions for example, AbacusLaw uses the following databases which can be searched individually or in combination to obtain the documents regarding a particular matter and/or client Names names and contacts, as in an address book, with all the relevant information plus the ability to include notes and links to other related databases Events appointments, tasks, reminders and things to do entered and accessible in a number of different formats Matters matter, case, file or project that you need to keep track of which once entered can be attached to contacts and events Documents a list of previously saved word processing files, scanned images, pleadings, correspondence or Internet Web pages Calendar Maintenance Programs in a law office a calendar contains information about appointments with clients, litigation deadlines,

14 filing deadlines, court appearances, statute of limitations and routine reminders traditional approach included a knowledge of the rules of civil procedure, or where to find them, and a central paper calendar for the office and all attorneys and individual calendars for the individual attorneys and paralegals calendar database software programs serve the same functions without the paper A. AbacusLaw Calendar Program Overview 1. automatic notification alert or alarm feature that signals when a preset time occurs (e.g. a pop-up window or sound 15 minutes before a scheduled appointment) 2. rules-based calendar automatic calculation of important calendar dates using rules-based calendaring a. calculating deadlines rules of civil procedure for the jurisdiction in which the complaint has been filed determine when a deadline occurs and how the days are counted b. software for calculating deadlines some programs include this feature particularly for the federal courts system c. some programs include limited state deadline calculation but most offer a feature that will permit the user to incorporate the information for their own state d. Deadlines On Demand is an automated online calendaring service that creates caserelated calendar by individual jurisdiction V. Timekeeping Software recording of all time spent performing activities during the day is a critical function of the law firm and determines compensation of the law firm some firms will record only billable time, others will keep track of all time regardless of whether billable to a particular client most firms keep track of time for all members of the legal team: attorneys, paralegals, secretaries, etc. typically a written record is made by each member of the legal team and another individual is responsible for recording the time in the timekeeping software program Tabs3 by STI accurately captures, stores, and processes the information and prepares billing statements and timekeeping records. VI. Accounting Software general accounting software programs use the generally accepted rules of accounting for recording assets (things of value), liabilities (claims of outsiders against the assets), equity (assets less liabilities), revenues (income generates from the sale of goods or services) and expenses (cost to provide the goods or services) - Clients expect accurate billing statements - Courts expect accurate reporting with regard to escrowed funds, settlement proceeds - Taxing authorities expect accurate records with regard to deposits of payroll taxes and completion and filing of tax return for smaller firms the use of the checkbook and its check register was sufficient, this function is now computerized with check writing programs such as Quicken for larger firms the used of an accounting program such as QuickBooks, an expanded version of Quicken, with journals and ledgers such as accounts payable and accounts receivable. A. Specialized Legal Accounting Software 1. Abacus Accounting and Tabs3 are designed for the law office 2. feature preset input screens and output report functions for typical law office items such as client fees and costs 3. designed to be integrated with the respective timekeeping programs B. Learning Resources 1. help features within the program itself 2. online tutorials

15 C. Documentation Online Questions for Chapter to the instructor after grading web site has links to online chapter questions OTHER: