♫ You know its gonna make it that much better
…
Wouldn’t it be nice …♫

Music and Lyrics by: Brian Wilson, Tony Asher, Mike Love, recorded by The Beach Boys.

Reba Nance

This is a “Tip” from my colleague and friend, Reba Nance, who is a fellow PMA (Practice Management Advisor) for the Colorado Bar Association:

How to compose and send an E-Mail Without Ever Leaving Microsoft Word from Word 2007, 2003 and 2000:

Many of us spend much of our time in Word. Wouldn’t it be nice to easily compose and send an e-mail in Word rather than having to minimize Word, open Outlook to send the message, and then go back to Word? Here’s how to do it in Word 2003 and earlier versions: (more…)

♬You’re my latest, tell you you’re my greatest
My latest, my greatest inspiration
You inspire me, inspire me…♬

Lyrics and music by: Kenneth Gamble and Leon Huff, recorded by: Teddy Pendergrass.

2010 Techshow logo

This column was written for the Trial Lawyers Association of British Columbia’s magazine “The Verdict” immediately after ABA TECHSHOW in March. That edition of The Verdict has just hit the streets (print publication lags being what they are…) so here is the column on ABA TECHSHOW 2010:

Well the three days of the 2010 edition of the American Bar Association’s TECHSHOW wrapped up on March 27. This leading legal technology conference had three major themes this year.

Theme One: The Cloud

Ethics, security and privacy concerns aside, the cloud has arrived. Whether it is using SaaS applications (software as a service) or law firms building virtual deal rooms using SharePoint, working on the cloud is now a reality for virtually all law firms. (more…)

♬ This boy has got it made
Media exposure
It will make him all the rage
But he’s not playing
He’s not playing
He’s just having
Adventures in modern recording…♬

Music and lyrics by: Simon Darlow, Trevor Horn, Bruce Woolley, recorded by The Buggles.

This column starts a new category theme in this blog: “Tips”. This tip comes from British Columbia lawyer Richard Fowler.

On Slaw.ca there have been posts on recording in the courts. Most recently, Mr. Justice Richard Granger posted on Technology and Court Reporting. Mr. Justice Granger stated:

Unfortunately, court reporting in Ontario has not kept pace with the emerging technology which is available in the market place today and which could greatly assist judges in having a command of the vive voce testimony during the trial and when preparing their reasons for judgment.

As Mr. Granger notes in his post, such real-time reporting is not inexpensive. For most trials, but particularly for criminal ones with legal aid and court budgets under so much pressure, the cost of such a system is simply prohibitive for counsel to bring into the court. Accordingly, there must be a better way! (more…)

♫ And gazing down from yonder,
On a world of blue and green,
He’ll say with eyes of wonder,
I have seen, i have seen,
My eyes have seen…♫

Lyrics, music and recorded by Chris de Burgh.

I have recently posted on www.slaw.ca on Barclay Johnson’s use of a Sony Reader in Court. Here is the start of the article:

A lawyer friend of mine told me about his recent use of his new Sony Reader in Court. No, this wasn’t to read books while waiting to speak in Chambers! He is using it in direct and cross-examination in court and I thought it would be of interest to the readers on Slaw. So with no further ado, here it is in his own words:

I thought I would contact you to let you know that I have recently purchased a Sony Reader Model PRS 600 (touch screen with dictionary) at a cost of $399 plus tax. I also purchased the leather book jacket for $40 (which comes with a night light) as well as an AC adapter for $40. I had looked at previous models and decided to wait until some of the issues had been resolved regarding the transfer of text and PDF files. I’ve used this amazing new device in a recent five day trial here in Victoria.

To read the rest of the article, go here.

Thanks to Barclay Johnson [bwjohnson at shaw.ca] of Victoria BC for allowing me to post his experiences here in order that all of us can gaze with eyes of wonder and say I have seen ..I have seen…

“Oi! Ten thousand years will give you such a crick in the neck…”

Genie from the movie “Alladin”.

A fellow PMA (Practice Management Advisor) passed along this tip and I thought I would share it. She has chronic back pain (as have so many office workers). Work was something to be endured…until she found the Leap Chair by Steelcase. I know that there are other ergonomic chairs out there..but this one comes with a personal endorsement by someone I know and trust. So I thought I would pass it along here for anyone who also suffers from back pain and is looking for a bit of relief.

The chair is the Steelcase Leap Erogonomic Chair. She is now leaping for joy!

♬ We’ll find another way to dance, we’ll find another way to dance
If you get the chance you must dance, dance, dance….♬

Lyrics, music and recorded by Dan Keyes.

Oct. 2, 2009 marked the latest edition of The Pacific Legal Technology Conference in Vancouver, BC, Canada. With speakers such as Dr. Michael Geist, who spoke on how blogs, Twitter, web sites and other internet-driven collaboration tools have changed how governments shape legislation, it was not surprising that this year’s program saw record attendance numbers!

Other popular session topics were: Going Paperless, virtual lawyering, privacy and security and ethics concerns and of course, iPhones, Blackberries and other smartphones. The conference also dealt with time, task and email management using technology and how to focus your financial system to direct your future and achieve your goals…financial and otherwise. The conference closed to a ’60 Tips in 60 Mins” presentation that saw at least 100 tips being mentioned, displayed and discussed. Copies of most of the power points can be found at: www.pacificlegaltech.com/sessions.html. Written materials (in CD-ROM format) are also available from the conference for $149 + taxes from: info@pacificlegaltech.com.

What was most interesting from my perspective were the comments and discussions that resulted from the sessions. In particular was an email exchange that I had with Grant Sutherland, a lawyer in Vancouver (I have his permission to post his comments here).

He stated that:

“You mentioned that you are a Mac user. After struggling with Vista, I purchased a Mac a year ago and will never go back to a PC. The Mac is terrific!

I am practicing part time. I have office space available at a law firm in downtown Vancouver but spend most of my time working out of my condo. I am 63 years old and have been in practice for 37 years.

There are probably a lot of lawyers like me who are getting a little long in the tooth but don’t want to retire and have a lot of experience and some useful advice to impart to clients and younger lawyers.

Technology allows people like me to work out of my home and assist clients with their legal issues. I have fully embraced technology and am always looking for new tech tips to help in my practice. (Who says you cant teach an old dog new tricks?) Your conference was very timely for me.

You may wish to consider targeting older lawyers who want to transition from an office to a home office. In my view, they are ideal candidates for the tech information you have to offer.”

So I asked Grant what are the technologies that he uses to be a mobile and virtual lawyer. Here is his reply:

“I use a MacBook Air. Weighs 3 pounds. Excellent for travel and taking to meetings locally, Starbucks, etc. I have the Super Drive to plug in to USB if I need to load software or view a DVD. I don’t take the drive with me when I travel. Don’t need it and it is excess weight.

For backup I just bought a 1 terabyte Time Capsule. I also have a couple of USB Flash Drives that I bring with me when I travel.

I have an HP Officejet Pro 7780 All-In-One copier, fax, printer, scanner. For big print or copy jobs, I email The Printing House with a file attached.

I have a Blackberry 9630–the new World Phone. Works on both GSM and CDMA so works most places in the world. I use Blackberry email and instant messaging a lot. Very efficient!

Finally, I have an iPod touch. This is useful when traveling as it has my music, photos etc so it helps to pass the time on aircraft. It is synced with my Macbook Air email through MobileMe so it serves as a backup for my email in case I encounter a problem with my computer.

I closed my downtown office at the end of February and have some legacy PC hardware and software with my accounting information. I am a stickler for precise accounting and I have a bookkeeper that comes in once a week to look after my accounting.”

Grant has found a new way of continuing to practice, in a way that supports his lifestyle and his needs, using technology to reach out to the world (or have the world find him). I would like to thank Grant for taking the time to share his perspective here for others to read and hopefully, emulate.

After all, if we still hear the music once we no longer wish to practice 50+ hours a week in a glass tower, we need to start finding a new way to dance….

Nils B. Jensen B.A.Sc., LL.B., LL.M. answers 30 questions for busy lawyers who use technology:

Nils Jensen is a senior litigator at the Victoria Crown Counsel Office. His innovative use of technology in the courtroom has gained him a reputation as a leader in the field.   He has used technology before judges and juries in cases ranging from murder to impaired driving.

While seconded to the Court Services Branch of the Ministry of Attorney General he led the award winning expansion of the video conference network now used widely in British Columbia courts and correctional centres. He was also the driving force behind the ground-breaking adjudication system used to resolve municipal bylaw disputes. The project received a Premier’s Award.

He is an Adjunct Professor at the University of Victoria Faculty of Law where he has developed inventive new ways for teaching advocacy skills.

He holds law degrees from Osgoode Hall Law School and London School of Economics and an Engineering degree from the University of Ottawa.

Nils looks at using technology from the perspective of a Crown Counsel:

1. Could you briefly describe your firm (number of lawyers, staff, areas of practice etc)

I work at the Crown Counsel Victoria Office which is composed of 25 lawyers. Our practice is restricted to criminal prosecutions and appeal.

2. When was your firm established?

Early 1970s.

3. Where do you practice (one office, multiple offices, virtual offices, regional, national, international)?

The Crown has offices throughout BC – there are approximately 400 lawyers.

4. What are the demographic backgrounds of the lawyers and staff in your firm?

We span the whole spectrum of ages and backgrounds: from right out of law school to 30+ years experience.

5. What prior degrees and/or experience do the lawyers and staff bring to your firm?

Some have LLMs – some come from the private sector to join us.

6. How would you describe the culture of the Crown?

We pride ourselves on striving for excellence and conducting our prosecutions impartially, effectively and respectfully, on behalf of the whole community. (more…)

♬ Television’s an invention
Close to my heart
But I know something twice as cool
And three times as smart
Cups and pencil sharpeners
Are okay machines
But this one blows them all away
Come see what I mean

You gotta see my new computer
Come and check it out
I’m gonna show you
Ah – ha – ha
Just what it’s all about…♬

Words and music by Sesame Street and Jim Henson.

Right now families are busy trying to figure out what computer to buy for their kids heading off to college. I know – I am right in that group.  After much agonizing, we made a decision – and to hopefully save others time and grief, here is what we purchased and why.  I have also added what we downloaded immediately onto the computer once we got it home and why.

First was the purchase decision. Since my daughter will be thousands of miles away in university, I didn’t want to end up in the same situation with my mom – who calls me up and says “this ….isn’t working..what do I do?”  Hers is a Compaq Windows XP machine and for the life of me I find it almost impossible to extend familial computer support from 2500 miles away.  Her problems have to await my arranging my schedule to stop by and see her (and solve her computer problems at the same time).  Which means that she goes for weeks if not months with something or other not working. Since my daughter will be in first year, this is untenable.  We needed to find another route.

SO – what did we buy?  A MacBook Pro, 15 inch 2.53 GHz, 320 GB hard drive with a remote (why not?) and iWorks ’09 installed.  We selected the AppleCare 3 year support plan, as I would want her to have the ability to call Apple any time to get whatever support she needs ASAP to get her project work done.  The comfort factor alone is worth this, since I will be a long way away….

Why  this particular computer?  We wanted one that would last, that would be as protected as possible against malware and which would grow with her as her needs changed.  We obtained a ‘sleeve’ for the laptop that will shield it against most shocks and bumps.  And which, *of course* would be pink (her colour, of course…)

The computer is a solid one, with a built-in cam, and all the applications and utilities that Apple already supplies (iPhoto, iCal, iTunes, Safari, Keychain, iChat etc…).  We spent a few moments setting up iChat so that she on her new MacBook Pro and I on my MacBook can video conference for free (saving her old dad much in the way of long distance cell charges…).  We ordered iWork ’09 preinstalled and spent a bit of time familiarizing ourselves with it.

Then came the add-ons.  The first was the free version of iAntivirus from PCTools (we don’t want any problems with malware for the Mac), Skype (might as well have an alternative to iChat) and FireFox (to have an alternative to Safari) .  I gave my daughter a decent headset/microphone that allows her a bit more privacy than using the mic and speakers on the Mac when we wish to chat.

We also downloaded NeoOffice for the Mac.  At this point I am anticipating that iWork and NeoOffice will fulfill her need for word processing, database, spreadsheet and presentation software.  We are hoping to avoid having to purchase Microsoft Office for the Mac (which I use on my MacBook). It isn’t that I have anything against MS Office, but I would prefer if she can use alternatives that are true Mac applications if possible.

I have to say that I like her lighted keyboard as well as the size of the screen (15″) compared to my 13″ MacBook, although my white MacBook is lighter (but noticably  smaller).  We have enabled the hard-drive encryption built into the Mac for security reasons. I do like the new touchpad features in her MacBook Pro that are not available on my MacBook.

Apple threw in a Canon Pixma MX320 printer for free along with a significant discount on an iTouch, together with a small savings for purchasing all this thru the Apple educational online store.  They also thru in free shipping.  I am very happy as is my daughter – and most importantly, I feel I have given her a significant start along the way towards her university education. Now it is all up to her…

And I am sure that she will be saying …you gotta see my new computer…

♬ Don’t want to add more
complications to your life
but I’m sending this e-mail ♬

Lyrics and music by Neil Tennant and Chris Lowe, recorded by Pet Shop Boys.

I have had several conversations lately on how to deal with email and in particular, in archiving it once a file is closed.  As a result I thought I would post the summary of my discussions in this area.

Here is a summary of my thoughts on how to handle emails:

I see two general ways of proceeding.

One is to bring in a dedicated document management product such as Worldox (www.worldox.com).  It is an award-winning application, used in thousands of offices including law offices and is very well received by lawyers. It is a total electronic document management system and will handle all documents in your office including emails.

If you don’t want to move to Worldox (and I would strongly advise any firm to seriously consider bringing in a dedicated document mangement application since the ‘file’ these days exists in electronic form), here is another solution involving Microsoft Outlook, SimplyFile (www.techhit.com), EzDetach (www.techhit.com) and Adobe Acrobat Standard or Professional (not the Adobe reader: www.adobe.com).

Continue to use Outlook for your email management – and create folders in Outlook for each of your client files.  Furthermore, create a folder and sub-folder structure on your network for each of your client files that mirrors your paper file: for example, you would create sub-folders for correspondence, pleadings, expert reports etc….

Your emails would come into the Outlook in-box as usual. Use SimplyFile to ensure that all emails (incoming and outgoing) are then filed into the right folder in Outlook as they are received and generated. Use EZDetach to separate the attachments and to place them on the proper client’s network folder or sub-folder. EZDetach allows you to file away the attachments without losing the attachment indicator (the ‘paper clip’ in the email).  You can delete the attachment from the email if you wish, so long as you file it away on the appropriate sub-folder.

Now ..when it comes time to close the file and archive the data….

In Outlook…I would open each of the folders that contain that client/matter emails and ‘select all’ to grab all the emails in each of these folders.

Then I would “print” all the emails from within Outlook as one big Adobe file using Adobe Acrobat (standard or professional).

If the folder is large, the PDF may take a little time to generate, but all the formatting, colors, graphics etc are preserved and it will be fully searchable.

From there, you could take each of the separate client folders and sub-folders on the network…say: Correspondence, pleadings etc…and combine them into one big PDF package containing all the separate files (including the Outlook emails and network folders including the attachment folders) that together compromise the client’s file.  From here you can burn the PDF package to a CD or DVD or move it into an ‘archive’ section of the network.

I think the Worldox method is cleaner, less-complicated and brings overall document management benefits to the firm, but I recognize that there will be others looking for a different solution.  But all of us need to find ways to rescue our lives from the complications caused by email.

♬ It won’t be long yeh, yeh,
It won’t be long yeh, yeh…♬

Music and lyrics by Lennon & McCartney.

This interview is with Paul Hergott of Hergott Law, a solo practitioner in West Kelowna, BC. This interview forms part of the “30 Questions for Busy Lawyers who use Technology” thread on this blog in advance of The Pacific Legal Technology Conference, to be held in Vancouver on Friday, Oct. 2, 2009 at the Vancouver Trade & Convention Center:

1.    Could you briefly describe your firm (number of lawyers, staff, areas of practice etc):

We have one lawyer – doing real estate and personal injury. In the personal injury area, we have 4 staff. Conveyancing has 1 staff member.

2.    When was your firm established?

In Sept 2007.

3.    Where do you practice (one office, multiple offices, virtual offices, regional, national, international)?

Regarding the conveyancing side of the practice, the admin is done in an electronically linked home office. Everything else is done in the main office.

4.    What are the demographic backgrounds of the lawyers and staff in your firm?

Most senior staff been at it for 30 years…probably early 40 legal assistant and mid 30’s secretary and receptionist is early 50’s.  Wife mid 40’s.  I am a very old dog!

5.    What prior degrees and/or experience do the lawyers and staff bring to your firm?

Staff has long standing legal experience.  I have a business admin degree  where I took high level programming (C++ and Pascal), quantitative analysis, and 400 level business admin courses. My wife entered the legal world with a computer programming course and started in the area of real estate conveyancing. She was a programmer of Blue Screen, a word perfect based conveyancing package.  3-4 months ago she took training in HotDocs and uses MS Word and HotDocs. (more…)