Nikola Tesla ( ), New York Times, October 19, 1931

Transcription

1 Electronic 7 Databases If Edison had a needle to find in a haystack, he would proceed at once with the diligence of the bee to examine straw after straw until he found the object of his search...i was a sorry witness of such doings, knowing that a little theory and calculation would have saved him ninety per cent of his labor. Nikola Tesla ( ), New York Times, October 19, 1931 LEARNING OBJECTIVES After studying this chapter you should be able to: 1. Understand the function of a database and define the terms used to identify the components. 2. Discuss 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 set up a database. 5. Know what you can do and should do to help protect your data and your computer. 151

2 152 Chapter 7 OPENING SCENARIO Before taking the position with Owen Mason, Ethan had worked for a sole practitioner who had been practicing for thirty years who had finally hired a new associate. The attorney had maintained a set of 3-by-5 cards for each client with all the personal information about the client, a set of cards for each opposing counsel and those attorneys clients, and copies with the name of the opposing party that could be checked for conflicts of interest. A separate file was kept by Ethan, with the important dates for each case that could be pulled out daily and the related file recovered from the file room and put on the attorney s desk.the system was increasingly difficult to maintain accurately. Unable to find a card that had been accidentally removed and not replaced, Ethan had made an appointment for one of the new associates in the office for an individual who was suing a current client.the associate,after asking Ethan if there was any conflict and being assured the name was not in the 3-by-5 card file, accepted the case, reviewed all the documents in the case, and received a substantial retainer.with a conflict between the clients and the information obtained from each it was almost a certainty that they would probably not be able to continue to represent either client. INTRODUCTION TO ELECTRONIC DATABASES A database program is a repository of information of all types that can be sorted and presented in a desired, meaningful manner. Some offices use a manual card system to keep track of the names of clients and opposing parties. These cards are searched to determine possible conflicts of interest in representing new clients. For the small office, this system works. But for the larger office with multiple attorneys and possibly multiple offices, timely entry and searching of large amounts of information is not realistic. Computerized database software, such as Microsoft Access and Corel DB, will facilitate timely, accurate access to information by every authorized member of the legal team. For example, information may be stored on the law firm s server in an information database that includes the names, addresses, contact information, personal data such as birth dates of every client, every opposing party, every fact witness and expert witness, and every opposing counsel with whom any member of the firm has ever had contact in litigation, contract negotiations, or counseling sessions, or met in any business or legal setting. With a few keystrokes, a list can be prepared for manually checking for conflicts of interest or a computer search can be performed with a printout of any matter or litigation where a name appears. In addition to the obvious use in avoiding accepting a client with a potential conflict of interest, the information frequently is used in maintaining client relations. Many firms use the information to send birthday and anniversary greetings and updates on specific changes in the law for which the client has consulted the firm previously. THE REALITY OF USING DATABASES The reality is that legal team members, lawyers, paralegals, and legal assistants rarely create their own databases. In some cases, a simple database of a single table might be used to sort or organize some information, such as the client list or conflict list. So why do we care about learning about databases? While members of the legal team may not actually create their own databases, they do use them all the time. Virtually every law office specialty application program for managing the office, cases, or documents in litigation is a database. Software vendors have created applications for

3 Electronic Databases 153 the legal community. They have custom designed the Form Views for input of information, query forms for generating the desired reports, and set up the search and presentation algorithms (formulas for searching). When special applications are required, many of the software vendors will create custom tables and report generators, such as one for a particular area of practice, like estates. Knowing what a database is and the associated terminology makes working with the software developer, in-house IT professional, or outside consultant easier and more productive in obtaining what is needed, wanted, and possible, Knowing how a database works and is organized makes using the applications software based on database designs easier to use and work with. Form An alternative way of viewing and presenting the information in a database. NAVIGATING ELECTRONIC DATABASES Electronic databases use standard terminology to describe parts of the database: table, field, cell, and record, as shown in Exhibit 7.1. Databases are collections of tables. Tables contain fields of information (data); a field is one type of information, like last names. A record is all the information about one item or person; for example, Exhibit 7.1 shows a record of information for each employee. Note that the number 6 appears in the Record window at the bottom of the screen, indicating that the cursor is positioned to enter the sixth record. Think of the database as being a file cabinet; a table being a file drawer for a specific set of information like employees; the record being individual files for each employee; and the field being individual pieces of information about the employee. The table layout shown in Exhibit 7.1 is one way of showing the basic elements of a database the fields, records, and cells. The same elements may appear in a different layout, such as the Design View in Access shown in Exhibit 7.2. In the Design View, the fields listed in a columnar or vertical fashion are the same fields as in Table Layout View, just a different way of looking at it. The Design View also permits more information to be supplied in designing the database. This includes how many characters should be allowed for the fields, called field size or string length, and what kind of information or data will be entered, text or amounts. Text may include numbers used not in a mathematical way but as part of text data, like an address. Table Data that is organized in a format of horizontal rows and vertical columns. Field Information located in vertical columns. Record In a database, the information in a horizontal row. This entire group of records represents the SalesDeptContactInfo table The category First Name is a field All the information for Douglas Seaver represents one record Exhibit 7.1 Names of parts of an electronic database (in Table Layout View).

4 154 Chapter 7 Exhibit 7.2 Access screen in Create Table in Design View. Tables Databases can and frequently do contain two or more tables. For example, a database used in a legal office may have one table for employees of the firm, another for clients of the firm, a third for opposing attorneys, and a fourth for the opposing parties in cases the firm has handled. Reports Reports present the data from the database in an organized presentation. A report may present just the information from one table, such as employee birthdays. Frequently, a report shows the outcome of searching multiple tables and displaying the relationships between the information and data from the different tables, such as a report of the employees that have ever worked for an opposing counsel in a case against a client. ELECTRONIC DATABASE BASICS A database is just a collection of information. It may be names. Or it may be an expanded list of names with other information like addresses, dates of birth, occupation, children s names, or any other combination of information. In precomputer days, databases frequently were a box or boxes of cards with the information about a client or important dates. These were the heart of the conflict of interest or deadline databases. The dates database was checked daily and a list made up for the legal team of such things as deadlines, statutes of limitations, and appointments. Conflicts of interest were also checked in the same way, a search of the cards maintained in the boxes in alphabetical order. In some offices a card was prepared for all opposing parties. Each of these decks of cards was a database. The electronic database is nothing more than a version of the cards in the boxes except that more information can be checked more quickly, more accurately, and automatically. No more misfiled cards out of alphabetical order. It is essentially an electronic card with information that can be searched using a set of things to look for and present in a predefined manner.

5 Electronic Databases 155 Exhibit 7.3 shows a template for input of information into a contacts management database for one record, for Mike Danseglio. The contact information record for Mike Danseglio is one of any number of records in the contacts table in the database. Any field in the record can be searched and a report generated in one of the predefined reports, as shown in the View Reports options in Exhibit 7.4. The final report is shown in Exhibit 7.5. Exhibit 7.3 Contact management data input form in Microsoft Access. Exhibit 7.4 View Reports option.

6 156 Chapter 7 Exhibit 7.5 Contact management database screen showing predefined reports in the View Reports screen and the resulting database report of selected information about contacts in alphabetical order. One of the advantages of the modern database is the ability to search across a number of different sets of information and sort the data according to a predefined set of criteria. Some have likened the World Wide Web to a big database that can be searched using a search engine. RESOURCES FOR LEARNING DATABASE BASICS Step-by-step tutorials for learning to create and use databases are provided on the Microsoft tutorial website. See Exhibit 7.6 for a list of tutorials that can be used to learn Microsoft s Access database program. WWW MINI EXERCISE For complete listing of available tutorials and the Access 2003 Overview, go to microsoft.com/en-us/training/ CR aspx and training/training.aspx?assetid RC For the Access 2007 Overview, go to ng/training.aspx?assetid RC SETTING UP A DATABASE A database at its most basic is a set of records that contain fields of information. For example, in the card in Exhibit 7.7, all of the information on one card is a record. The individual pieces of information, like the last name and the first name, are called fields. There are different views of the same information in Access. The same information is shown in the Datasheet View in Exhibit 7.8 and partially completed for comparison purposes in the Design View in Exhibit 7.9. Both views contain the same basic field information (taken in part from the information shown in Exhibit 7.4). They are just different options for looking at the same basic information for a database. The Design View also provides an opportunity for customization of the database in the same Page View. Access 2007 makes the setup of a database relatively simple with the use of Field templates, Create tab, Tables group option, as shown in Exhibit In the exhibit a database for Contacts is partially completed and a new field will be added from the Fields Template Business Phone. The Fields template provides a list of frequently used field items in a number of categories. Creating a new database is possible by selection exclusively from the list to set up the desired fields.

7 Exhibit 7.6 Overview and list of tutorials for Microsoft s Access database program. Exhibit 7.7 A Record: All fields are filled in. 157

8 Fields Records Exhibit 7.8 Datasheet View in Access Exhibit 7.9 Design View in Access In a simple layout of a database, the fields are the columns and the rows are the records. 158 Exhibit 7.10 Create tab Tables group option.

9 Electronic Databases 159 CREATING A DATABASE FROM EXTERNAL DATA A database in Access can also be created using a previously created spreadsheet. For example, Exhibit 7.11 shows a database created using the External Data tab, Import group functions with an Excel spreadsheet as the source, in this case the Investment Ledger from Chapter 6 with the title information removed, as shown in Exhibit By removing the extra information in the first few rows of the spreadsheet, the top row of the spreadsheet can be set up automatically as the database Fields when imported into Access. Further entries of records for each investment can be made using the field headings shown at the top of the access database. Each record from the database can be viewed in the Form View; for example, record 1, Stocks: 800 common shares, as shown in Exhibit THE USE OF DATABASES IN THE LAW OFFICE The modern computer database is a very powerful tool, capable of performing complex searches and calculations. Fortunately, most of the functions for which a database is used are performed by the applications programs used in most law offices. Case management, client contacts, and billing and litigation management programs are basically databases. They are designed with input forms and preset reports that search the fields of data records to prepare predefined reports. It is sometimes necessary to create a database for a customized application for which there is no readily available program. Regardless of the ultimate complexity of the database, its creation starts with knowing what data needs to be manipulated and deciding on the Exhibit 7.11 Access database in Design Sheet View created using external data, an Excel spreadsheet.

10 Exhibit 7.12 Excel spreadsheet imported as the external source of data. 160 Exhibit 7.13 Record #1 from the Investment Ledger database.

11 Electronic Databases 161 fields (the individual items of data, like last name and zip code) and the total collection of fields of a single type (like a record that contains all of the personal information fields of one person). Then a search can be made of any combination of fields that can be reported in any form, showing particular fields of information like last names, zip codes, dates of birth, or any other field from a record or sets of records that meet the search criteria. From the legal team perspective, the actual design of the database is usually done by the IT staff or an outside database consultant. What the legal team must identify is what they need the database to show. When the IT person speaks in database talk, it will be necessary for everyone concerned to know the difference between a record, a field, and a report. SPECIAL FEATURES OF ELECTRONIC DATABASE PROGRAMS SECURITY It is obvious that a database in a law office contains confidential information, like the list of clients, and may contain potentially privileged information, like the reason the client is consulting the law firm. Protecting this information becomes an ethical obligation. The question that must be considered is how to balance the need for access with the need to restrict access to those with a need to have the information. Microsoft Access provides options for password and permissions level setup that can be used to restrict access (see Exhibit 7.14). Exhibit 7.14 Security password setup in Microsoft Access.

12 162 Chapter 7 Password and security options are found on most programs used in the legal community. Typically offices use specialty applications programs that are themselves database programs with input and report features. Where the data are of the same confidential or privileged nature, they should have a secure procedure for limiting access to those who need access to the particular functions or information. SUMMARY INTRODUCTION TO ELECTRONIC DATABASES THE REALITY OF USING DATABASES NAVIGATING ELECTRONIC DATABASES Tables Reports ELECTRONIC DATABASE BASICS Resources for Learning Database Basics A database program is a repository of information of all types that can be sorted and presented in a desired, meaningful manner. The reality is that legal team members, lawyers, paralegals, and legal assistants rarely create their own databases. Software vendors have created applications for the legal community with custom designed views for input of information, query forms for generating the desired reports, and set up the search and presentation formulas for searching for data. Knowing what a database is and the associated terminology makes working with the software developer, in-house IT professional, or outside consultant easier and more productive in obtaining what is needed, wanted, and possible. Electronic databases use standard terminology to describe parts of the database: table, field, cell, and record. Databases are collections of tables. Tables contain fields of information (data) (called a column in a spreadsheet); a field is one type of information, like last names; a record is all the information about one item or person (called a row in a spreadsheet); the intersection of a row and a column in a spreadsheet is a cell, in the database it is one field in a record. Databases can and frequently do contain two or more tables. Reports present the data from the database in an organized presentation. A database is a collection of information, essentially an electronic card with information that can be searched using a set of things to look for and present in a predefined manner. An advantage of the database is the ability to search across a number of different sets of information and sort the data according to a predefined set of criteria. Step-by-step tutorials for learning to create and use databases are provided on the Microsoft tutorial.

13 Electronic Databases 163 SETTING UP ADATABASE Creating a Database from External Data THE USE OF DATABASES IN THE LAW OFFICE SPECIAL FEATURES OF ELECTRONIC DATABASE PROGRAMS Security A database at its most basic is a set of records that contain fields of information. The individual pieces of information, like the last name and the first name, are called fields. A database in Access 2007 can also be created using a previously created spreadsheet. The modern computer database is a very powerful tool, capable of performing complex searches and calculations. Creation starts with knowing what data needs to be manipulated and deciding on the fields and the total collection of fields of a single type. It is obvious that a database in a law office contains confidential information that ethically must be protected. Microsoft Access provides options for password and permissions level setup that can be used to restrict access. KEY TERMINOLOGY Field Form Record Table CONCEPT REVIEW QUESTIONS AND EXERCISES 1. What security features are available in Access? 2. What steps may be taken to locate and use the resources for learning how to use the Access database program? 3. Explain the function of a database and define the terms used to identify the components. 4. Discuss how databases may be used by the legal team. 5. Explain how to plan and set up a database. 6. Explain what you can do to help protect your database and the reasons for doing so. 7. A database of information can be used in many ways by the legal team. Prepare a list of reports that could be prepared using a database. 8. How can a database be used to prevent a conflict of interest? 9. How can a properly maintained database be used for marketing the firm s services? 10. In a law office that has a network, everyone may have access to all the information on the network. If the firm s database is on the network, what,

14 164 Chapter 7 if anything, should be done to limit access? What levels of access should be set up and why? 11. Prepare a database of family and friends including important dates like birthdays and anniversaries. Sort the list by date. INTERNET EXERCISES 1. Complete the Microsoft Office Hands-On Training for Access 2003 Forms I: Create a form to enter and view your data. 2. Prepare a list of online tutorial topics for learning and using the Access database. PORTFOLIO ASSIGNMENTS 1. Prepare a procedure and related forms for requesting the creation of a database. 2. Prepare a presentation on the uses of a database as a productivity tool. SCENARIO CASE STUDY Use the opening scenario for this chapter to answer the following questions. The setting is a law office with metal boxes full of 3-by-5 cards. 1. Prepare a memo stating the reasons why the attorney should switch to an electronic database. 2. Prepare a design for a database table or tables for a small office practice, listing the fields for each table. 3. Explain how the database designed in question 2 can be used in the future. 4. How could the database designed in question 2 have prevented the conflict in the opening scenario? 5. Prepare a memo for the employee handbook about the procedure to be followed using the database to avoid conflicts. CONTINUING CASES AND EXERCISES 1. Prepare a database for the information in the case study in Appendix If you are using Access 2007, copy the table from Chapter 5 that was pasted into the spreadsheet in Chapter 6 so the column headings become the fields in the Access 2007 database. 3. Prepare a list of individual databases that should be set up with the records and fields to manage the case in Appendix 1.