Georgia Law Blog

My Firm Website & Blog

My Firm website is located at www.jackclay.com. I also maintain a website that discusses workers’ compensation and personal injury issues. While it is designed for clients and potential clients, I plan to add a section in the near future to help attorneys. It will include forms and other information. With a little bit of time and willingness to write, any attorney can start a blog. I have written extensively on my Blog. It is called the Georgia Law Blog (www.georgialawblog.com).

What’s on the Horizon

Quite honestly, I could use more advanced technology in my law practice. I am currently investigating the use of RAID drives which are basically several removable hard drives that mirror each other. They can be removed and taken home or put in a safe on a nightly basis. There is software used by law firms every day that will scan and OCR all of your documents. I find the OCR technology to be fascinating. OCR stands for Optical Character Resolution. It gives you the ability to scan a document that was prepared by someone else and cut and paste the information into a usable program such as Microsoft Word or Word Perfect. While Adobe has a built-in OCR feature, it can be time consuming as each document has to be separately scanned. The OCR feature is very useful as I can scan an opposing attorney’s request for discovery and cut and paste my responses fairly quickly. I have also considered going to Windows Small Business Server 2003. However, I do not think I need it quite yet. I have also considered using a computerized dictation system such as Nuance’s Dragon NaturallySpeaking Version 9. I will be testing it in the near future. For me, I used Dragon NaturallySpeaking in the past but the error rate was too high.

I also make it a practice to help other lawyers with any technology needs they might have. If you have any questions, please do not hesitate to call me or e-mail.

Posted by Jack E. Clay | Permalink | Email This Post

Posted In: Law Firm Technology

Bookmark:

Digital Dictation Works

A few years ago, I changed to a digital dictation system. Personally, my dictation goes in spurts. However, I am a firm believer that an attorney that dictates is much more efficient than an attorney that types or hand writes his or her own documents. It has taken me a long time to get comfortable with the idea of dictating complicated briefs and articles instead of writing them. I will tell you that I dictated this whole article. While I believe I may be a better writer if I type or hand-write my documents, I find I am a quicker and clearer writer when I use dictation. I use a hand-held dictation unit by Olympus. The model number is DS4000. Once again, it was an investment to purchase the hand-held dictation unit and transcription software for my staff. It has paid for itself many times over.

My hand-held dictation system will hold up to 100 different dictation files. Also, I have eliminated the use of tapes in my office. My dictation system has never (knock on wood) deleted a dictation file. More importantly, all I have to do is place my dictation unit into a cradle which is attached to my computer. Then, the project will appear on my employees’ computer screens to be transcribed. Another advantage to using electronic dictation is that it maintains a record of dictation you have done forever. I will often review the dictation I have done with a staff member. I can cue the dictation module to the exact place at which there is a mistake or if something needs to be added to the document.

Some of the other technological items that I use in my practice include USB thumb drives and a Dell projector. Thumb drives are useful in that they can be carried to and from court. Recently, I purchased an HP DV9000 series laptop. The laptop is fast and efficient. It has 2 GB’s of RAM, a fast processor, and 200 GB’s of hard drive space. I tend to keep my laptop computers for many years, so it is important for me to make an initial purchase of a laptop that has good specifications and that is easily upgradeable.

I decided to purchase a projector to view documents, pictures, and other evidence. It is a wonderful tool. I would recommend a projector with at least 2500 lumens. I have used my projector at trial and mediation on numerous occasions. If there is any natural light that cannot be eliminated where you are using your projector, you and others will appreciate having a bright projection to view.

Posted by Jack E. Clay | Permalink | Email This Post

Posted In: Law Firm Technology

Bookmark:

My Law Firm’s Hardware & Software

I prefer to use a simple networked computer system and digital dictation. Currently, I have a paralegal and legal assistant employed in my firm. Our system works well. We also use McAfee business anti-virus and internet firewall software. I have used several other systems in the past, including AVG. It is all a matter of what will work for you and your computer system. I have found that McAfee has some good features, especially in their business software line-up.

For tracking time and keeping costs, I use a software system called TimeSlips. Because I do not handle very many hourly cases, TimeSlips is mainly a system I use for tracking expenses on cases. At the end of the case, it is very nice to present the client with a professional and detailed costs ledger.

I also have a copy of the full version of Adobe that I use for editing, combining, and separating PDF documents. Although the Adobe program is somewhat expensive (retailing for about $400.00), I found it is very useful and gives me an edge in my paperless system. When I dealt with paper files, I had a habit of using a lot of “sticky” notes and flags for different documents. I found that Adobe allows me to do the same thing, just on my computer screen. Also, if I have to print the documents for court or a deposition, I can choose to either include my notes and flags or to print the documents without my annotations.

I use other software in my law practice as well to a lesser extent. For investigative purposes, I use a service from Lois Law which can be found at www.loislaw.com. I have also used Accurint in the past (www.accurint.com). These databases allow me to search and find individuals, particularly, defendants and witnesses that I need to track down in cases.

I have also evaluated a software system called CaseMap which is made by Lexis-Nexis. CaseMap forces you to view issues and cases in a categorical and organized fashion. Basically, if you have ten issues in a particular case, it enables you to merge facts, which can be drawn from countless sources, to each relevant issue. This is especially helpful on large cases. While I have not used CaseMap extensively, I try to accomplish the same thing using Amicus Attorney.

In Amicus, I have fields for writing notes regarding different topics for various cases. For example, my workers’ compensation custom fields are extensive and provide me a place where I can always look for a quick and useful synopsis of my case. I have a special note section for items that come up in workers’ compensation cases such as Average Weekly Wage, current medical treatment notes, past medical history of my clients, etc. For my personal injury cases (which are mostly auto accidents), I have sections for items such as past and future special damages, liens and subrogation issues, degree of disability resulting from the incident in question, lost wage information, litigation time frames, and discovery deadlines, etc.

Posted by Jack E. Clay | Permalink | Email This Post

Posted In: Law Firm Technology

Bookmark:

Case Management System: We use Amicus Attorney

After graduating from law school in 1999, I quickly realized that it can be very difficult to manage information on cases. In my opinion, Amicus Attorney is a wonderful case management system. I have had Amicus Attorney for a number of years. Several months ago I upgraded to the newest edition which is Version 7. While Version 7 requires a lot of computer “horsepower” to operate, it is an all inclusive case management system that can be used by attorneys and staff members with ease.

There are many advantages to using a case management system. For example, I can create letters and pleadings within a few short clicks of the mouse using Amicus Attorney and Microsoft Word. Also, I have linked each client’s paperless file to the Amicus Attorney system. If I click on the file in Amicus, it is very simple to pull up all the electronic scanned documents. One of the most important features of Amicus, in my opinion, is the built-in-ability to calendar your files. While I make it a practice to use a dual calendar system (maintaining one calendar in Amicus and a paper calendar), I have found that the Amicus system has been reliable. I also use the events feature in Amicus Attorney to calendar certain events such as preparing for court, giving deadlines to the staff for certain projects, and calendaring Statutes of Limitation. These events can be linked to each other and re-used in a few easy steps.

In the past, I have considered other case management systems. I have a current copy of Time Matters and Needles on hand. I have not transitioned to Time Matters or Needles for several reasons, although I have had extensive discussions and beta tested these programs. For my practice, Amicus Attorney works wonderfully and is easy for new employees to learn. While I believe Time Matters, in many ways, may be a more customizable management system, I found that it may be more difficult for people to grasp. Needles is also a wonderful case management system especially for personal injury lawyers. However, it is primarily designed for attorneys who handle injury cases and is also significantly more expensive.

Posted by Jack E. Clay | Permalink | Email This Post

Posted In: Law Firm Technology

Bookmark:

The Paperless Office

I am proud to say that I have successfully transitioned from a paper to a paperless office. While it would be a stretch to think we could eliminate paper altogether, I have found that the efficiency of a paperless office is tremendous. If you are considering going to a paperless office, I would make the following recommendations.

First, you need a fast, high-quality, and reliable scanning and copying unit. I decided to purchase a Cannon Imagine Runner 5000. This is a large scanning and copying unit that scans approximately 60 pages per minute. Although it only scans in black and white, I also purchased a smaller color flat-bed scanner for pictures and other demonstrative evidence.

Second, many attorneys have a mental block to having a paperless office. In my case, I had to struggle a good bit with transitioning from a paper to a paperless office. I will tell you most of the struggle was in my head. To me, viewing documents on a large computer screen is much quicker and efficient than shuffling through hundreds of pages of paper. It is especially useful to me as many of my serious injury cases contain thousands of pages of documents. Of course, it helps to have large monitors and dual monitors in some cases. I use a dual monitor set-up and I am considering having the staff transition to dual monitors. All of the monitors in my office are 19” or larger LCD flat panel screens. This is essential for operating efficiently in a paperless office.

Third, you have to implement a hardware and software system to accommodate your paperless office. The most important piece to this puzzle is having a set routine for the way documents are handled. When documents come to my office, whether they arrive in the mail, fax, or by hand-delivery, they are immediately scanned into the computer system. All documents are placed into a folder that is accessible on my database called Scanned Documents. From there, the documents are re-named and moved to the appropriate folder. For those of you who are scared of losing documents, this is a fear that you can overcome with some planning and precautions. While there are hundreds of different back-up systems that one could utilize, I use an onsite back-up system and offsite back-up system which I will describe later in this article.

Posted by Jack E. Clay | Permalink | Email This Post

Posted In: Law Firm Technology

Bookmark:

Small Law Firm Office Technology

How software & hardware improves my Douglas County, Georgia, Personal Injury
& Workers’ Compensation Law Practice.

Why It Makes Sense

Technology makes sense in my law practice for a number of reasons. First and foremost, it makes me a more efficient lawyer. All of my practice is against insurance defense firms which are located in Atlanta, Georgia. These larger insurance defense firms usually have more resources at their disposal. Technology, in my opinion, is the great equalizer.

For example, using my case management software, Amicus Attorney, my case management software, I can create a letter or a pleading to an attorney in a few short clicks of my mouse. Most of the larger insurance defense firms have gone to a paperless system. I implemented a paperless office system a year or two ago. My paperless office system helps me compete with larger insurance defense firms by having information accessible to me instantly.

Second, I believe small law firms should rely heavily on technology as it offers the ability to service clients in a better fashion. When clients call, I can pull up their file with a few clicks of my mouse using my paperless system. In addition, I can contact a client quickly by telephone, email, or fax as their contact information is quickly accessible in my case management system.

I particularly enjoy reviewing documents with clients in my office. The days are gone when an attorney has to create paper copies and sit across from a client at a table reviewing the same document. Now, I use my projector to display documents on a screen which is large and easy to read. In fact, I went through several medical records with a client who suffered a very serious work related injury in my office just yesterday. We were able to discuss relevant information and review aspects of my client’s case in the comfort of my office without having to shuffle through hundreds of pages of paper. In addition, I printed some of the medical records for my client to have for her file at home. Clients enjoy this sort of presentation. It is very efficient and simple to print documents that are scanned into a computer system in my office.

Posted by Jack E. Clay | Permalink | Email This Post

Posted In: Law Firm Technology

Bookmark:

I will tell everybody right off the bat that I am a huge fan and implementer of office technology.  The legal community and judiciary, steeped in tradition, has been slow to embrace technology. I, too, am very traditional and have even been accused of being old fashioned.  However, my use of technology and reliance upon it have paid big dividends. 

I used to handle quite a bit of federal litigation.  Federal courts have been paperless for several years.  I think Georgia's state courts have fallen behind the times in a big way, although change in coming.  For example, the courts in Fulton County, which covers most of the City of Atlanta, now allow electronic filing for many types of cases.  I am well aware that funding is low for technology in the courts, especially in smaller counties.  What I believe needs to happen is a state-wide plan of action to address technology needs of the state court system.  How beneficial would it be if e-filing was the norm in every Georgia county, no matter the size and resources? This could be accomplished in a state-wide and uniform system.  In fact, I found an article about automation in the courts.  It was written in 1998.  In reading the article I really wonder how far we have really come and how much further we could progress.

For those attorneys out there who are skeptical or resistant to going paperless, I will say this: at the end of the day it is absolutely worth the effort, even though it may be an uphill battle.  For me, it was only slightly uphill.

I will not discuss the intricacies of exactly how I transformed by practice to being paperless at the risk of boring you.  There are other blogs out there to help with things such as Adobe and the .pdf format. Here are a few: Adobe For Legal Professionals and PDF For Lawyers. The efficiency that I gained has been tremendous.  Sure there have been hardware upgrades such as a larger hard drive on our server computer, large flat screen monitors, thumb (USB) drives, portable printers, etc.  Back-up has also been a concern.  However, I will say that these costs have been minimal compared to the efficiency being paperless brings. 

A good quote: "It is not the strongest of the species that survives, nor the most intelligent, but  the one most responsive to change."

Posted by Jack E. Clay | Permalink | Email This Post | Comments (0)

Posted In: Law Firm Technology

Bookmark:

In a busy workers' compensation practice, it is essential to use good technology for managing cases.  We have used Amicus Attorney for several years and have been very pleased.  In fact, our office just upgraded to the newest version which is called Amicus 7. It is highly customizable and works well with our current case load and work flow.

I have encouraged other lawyers to heavily incorporate office technology into their respective practices.  I believe in technology so much, that I have helped about a dozen other attorneys implement technology in their offices in one fashion or another.  Technology in a law office means much more than just having computers.  It is a way of doing things (a business model) that increases efficiency and helps accomplish tasks in less time than ever before.

I welcome other attorneys with technology questions to call me anytime with questions.  I may not be able to help with everything, but I can sure point you in the right direction. 

Posted by Jack E. Clay | Permalink | Email This Post | Comments (0)

Posted In: Law Firm Technology

Bookmark:

I will tell everybody right off the bat that I am a huge fan and implementer of office technology. 

In Georgia, the State Board of Workers' Compensation has announced that it is going "paperless."  The new program, called ICMS, is supposed to take place in phases.  When I started to hear about this transition a year or more ago, I decided that my practice would also become paperless.  For those attorneys out there who are skeptical or resistant to going paperless, I will say this: at the end of the day it is absolutely worth the effort, even though it may be an uphill battle.  For me, it was only slightly uphill.

I will not discuss the intricacies of exactly how I transformed by practice to being paperless at the risk of boring you.  There are other blogs out there to help with things such as Adobe and the .pdf format.  Here are a few: Adobe For Legal Professionals and PDF For Lawyers.  The efficiency that I gained has been tremendous.  Sure there have been hardware upgrades such as a larger hard drive on our server computer, large flat screen monitors, thumb (USB) drives, portable printers, etc.  Back-up has also been a concern.  However, I will say that these costs have been minimal compared to the efficiency being paperless brings. 

A good quote: "It is not the strongest of the species that survives, nor the most intelligent, but  the one most responsive to change."

Posted by Jack E. Clay | Permalink | Email This Post | Comments (0)

Posted In: Law Firm Technology

Bookmark: