Tricky upgrades

These upgrades are even more tricky because firms are moving from nearly 10-year-old applications (WordPerfect 5.1 for DOS was released in 1989) and skipping several generations of software. This means old macros must be evaluated to determine how to provide the equivalent functions in the new environment. The best technique is to make a list of all the firm’s macros (or a list of the macros on each individual computer if there are no firm-wide standard macros) and ask the staff and attorneys to note whether they use each one and, if so, how often.

You may find that many functions that were automated by macros in the DOS environment no longer require macros in the current versions of Word or WordPerfect. For example, in DOS, you may have had a macro to print an envelope because it took too many steps to accomplish the task without it. In many offices, commonly used phrases of text also were set up as macros. In the latest word processors, many of these functions have been incorporated into the programs as buttons or shortcuts. Consequently, operations done with macros in DOS will be done differently in Windows.

OK, so you admit you’re a procrastinator and you’re finally forced to acknowledge it’s time to replace those collectors’ items on your secretaries’ desks. While you’re at it, you’re ready to get computers for the lawyers and link them to the staff through a network. What should you buy?

Several years ago, Burgess Allison, who writes a monthly technology column for Law Practice Management Magazine published by the Law Practice Management Section of the American Bar Association, described the “sweet spot” as the ideally priced and configured computer. The sweet spot falls halfway between the newest, most-expensive computer and last year’s models being sold at or below $1,000. It seems in the past few years, the sweet spot generally falls around $2,000. While the particular specifications improve with each generation, it seems the price doesn’t change.

Right now, for example, $1,999 gets you a Dell Dimension XPS R450. This computer runs on an Intel Pentium II processor at 450 MHZ and comes with 128 MB of RAM, 12.9 GB hard drive, a 17-inch monitor, a 40x CD-ROM drive, high-quality speakers, Microsoft Office 97 Small Business Edition, McAfee Virus Scan, and Microsoft Windows 98. PC Magazine annually has ranked hardware vendors for customer satisfaction. Year after year, Dell, IBM and Hewlett Packard come out at the top and every year Packard Bell and AST bring up the rear. Gateway does well in the notebook computer category along with Dell. Dell, like the other vendors, offers upgrades to each component as well as other options. Evaluating these options for your own situation is critical.

Upgrade guidelines

There are a few guidelines for making decisions about upgrading components or considering additional ones. First, be sure to check the price between the specification you’re evaluating and the next move up. For example, if it costs $60 to go from 96 MB of RAM to 128 MB, it is well-worth the upgrade. However, when it costs $290 to move from 128 to 256, that becomes a harder decision that must be evaluated in light of your entire budget. However, be aware that adding more memory is the single-best improvement you can make to a computer’s performance. If you’re purchasing a single machine, the additional $300 is more easily justified than when the same amount has to be multiplied for many computers.

Second, consider which upgrades will be more cost-effective than others. When you renovate a house, there are standard improvements you can make, such as to the kitchen or bathroom, that will help maintain or improve the selling price. Similarly, with computers there are certain upgrades that will provide a more-effective machine. With today’s pricing, the most-obvious upgrade is system memory. You should be buying a computer with at least 64 MB of RAM. Jumping from 32 MB to 64 will dramatically improve the performance of your system. Moving up to 128 would be even better. Again, this upgrade is cost-effective. It also is necessary if you’re considering voice-recognition technology allowing direct dictation into your word processor.

In contrast, getting a CD-ROM drive that accesses information faster would not be as worthwhile.

A third issue is what you plan to do with the computer. If you have a home-based office and your children will use the computer to play games, a better video card might be helpful. Finally, becoming a good computer consumer means you know enough to understand which components improve performance and can determine whether the incremental price difference justifies the additional expense to upgrade in light of your firm’s budget.

Which scenario?

There are three basic scenarios common in law offices: individual computers, computers functioning as workstations on a local area network, and laptops. There are variations in the configuration you would select depending on whether it will stand alone, be connected to other computers, or be taken on the road. If you haven’t shopped for new computers in several years, the ground rules have changed. If you had a network running DOS programs, the preferred method was to install the software applications and store the documents on a file server.

With the advent of Windows, programs got excessively large. Today’s standard practice is to install a local copy of each program on each person’s computer and access the common documents and data from the file server. This translates into the need for a large hard drive on each computer connected to a network as well as a larger drive for the server itself. The good news is that bumping up from a 12 GB to a 14 GB drive only increases the purchase price by $160 or so.

Another big change if you have an older network is the wiring scheme. Many older networks were connected like Christmas tree lights, with the wires going from one computer to the next. Additionally, the cable itself may have been co-ax, which looks like television cable wire, rather than the current standard of Category 5 unshielded twisted pair, which resembles telephone cord. Newer networks require a hub that has connection plugs for each computer and printer.

A stand-alone computer typically will have more options and components than one attached to a network. In a network environment, many functions are shared. Depending on the size of your firm and its network, you might have a communications server that allows individuals to send and possibly receive faxes through the network without having a fax modem in their own computer. The same device, along with a router, could give each attorney access to external e-mail, the Internet and on-line legal research. One major benefit of this setup is that, in addition to fewer modems, you also can function with fewer telephone lines. If you are purchasing new modems, be sure they say V.90.

CD-ROM drives

CD-ROM drives also can be shared through the network for legal research, but you would be wise to include a CD-ROM drive on each computer to simplify software installations.

A tape backup device also can be shared across a network. For a stand-alone computer, you should have a tape device that can back up your entire drive with a single tape, enabling you to perform backups overnight. Some people believe a Zip drive, which holds 100 MB per disk, or a Jaz drive, which holds one or two GB per disk, is adequate for backup. With hard drives approaching 14 GB, these drives are impractical as backup devices. It would be too tempting to use them to simply back up your data and ignore your programs. With the amount of time required to set up and configure each application, it seems well-worth the investment to purchase a device that can make a copy of all the information on your system.

That is not to say there isn’t a useful purpose for Zip or Jaz drives. In fact, there are many and they should be considered as a way to transport large data files to and from your office. One consultant recommends his clients perform an extra backup of their billing data on a Zip drive because most people find the interface used by the Zip drive easier to master and easier to determine whether the data has been properly copied or not.

Items to consider

One technology to watch and possibly purchase, depending on your needs and budget, is a CD-R drive. The common CD-ROM drive allows you to read information, but not write. CD-R drives allow you to record your own information on a CD-ROM. Again, due to its size, this would not be sufficient as a backup mechanism, but would be ideal for archiving information or sharing a large data base with co-counsels.

Assuming your budget can afford it and your work space can accommodate it, I believe a larger monitor also is a good investment. Many newer systems come configured with a 17-inch monitor. Some already have 19-inch monitors. I would not settle for a system with a 15-inch monitor anymore. Software manufacturers now assume people using their products are working on larger screens, and products are being designed for these screens by spreading out the information. On a smaller monitor, this will require scrolling to see full screens of information. If your firm is planning a move or renovation, you would be well-served to plan for larger monitors.

Of course, the next trend in monitors is toward flat screens, which are available now but at a significant premium. The first of these flat-panel monitors has a viewing area of 15 inches compared to 16 inches viewable on a 17-inch monitor.

Laptops

Firms buying computers for their attorneys should consider laptops where the need exists. For attorneys frequently out of the office or who want to work from home, a laptop allows them to take their work with them. A reasonably configured laptop, which is both a user’s desktop and portable computer, should cost between $2,500 and $3,500. A reasonable laptop should include a processor of at least 300 MHZ, 64 MB of RAM, 4 GB hard drive, a CD-ROM drive and floppy drive, and a fax modem. Again, it’s important to back up a laptop so you don’t have to waste time reinstalling and reconfiguring your programs in the event of a problem, so I also would get a portable tape drive or plan on copying the contents of the entire laptop to a location on your firm’s file server so it gets backed up along with your network. If your firm has a network, be sure your vendor sets up the laptop so an attorney can access the network information when in the office and function independently when outside.

Before purchasing a desktop or laptop computer for all attorneys in your firm, you should consider their needs. Often, what they really need is access to their Rolodex, calendar and e-mail. If they have no intention or ability to draft or edit documents directly, a Palm Pilot, which can handle those functions, is portable, easier to learn and costs $400 instead of $2,000. They are worth considering depending on the personalities and abilities in your office. Over the past 25 years, technology has dramatically changed how we practice law. The pace and responsiveness expected by clients have forced lawyers to purchase the tools necessary to meet those needs. Add to this the fact that computers and software purchased as recently as three years ago may not be functional next year, and you have a significant expenditure for technology for many firms over the next six to 12 months. I believe the hardest concept for lawyers to come to terms with is that the money they are spending today on technology will need to be spent again in two or three years. It’s time to start planning and budgeting for this new reality.

Carol L. Schlein is president of Law Office Systems, a Montclair-based training and consulting firm specializing in law firms. She formerly chaired the Computer and Technology Division of the ABA Law Practice Management Section. A lecturer for ICLE, she can be reached at (973) 746-6454 or carol@losinc.com.

Questions for Carol Schlein on law office technology may be faxed to New Jersey Lawyer at (732) 750-0010 or mailed to “Law Technology Questions,” New Jersey Lawyer, Koll Corporate Plaza, 485B Route 1, Suite 100, Iselin, N.J. 08830.