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The last decade has seen staggering developments in the digital and electronic tools available to lawyers. From desktop, to laptop, to tablet PC, the choice of model alone may prove daunting; choosing performance and capacity options can be downright intimidating. If change is a given, how do you select the best tools that will help rather than hinder your practice? My suggestion is to aim for products comfortable to use and adequate for the task.
Assemble A Desktop Package
The standard desktop package consists of a flat-screen monitor, a keyboard, and a computer. Attached to this are peripherals such as a printer, external hard drives, video camera, and a microphone. Basic specifications for a desktop computer system include a 19-inch flat screen monitor, a 500 GB hard drive, 2 GB of RAM, an internal DVD writer/reader, slots for flash media such as SD cards, at least four but preferably eight USB ports, and an all-in-one printer/fax/scanner.
A 19-inch monitor or larger gives you room to display your work. You can use a free program from Windows called Deskman Powertoy to split your desktop into four windows that let you display your calendar, e-mail program, word processing program, and whatever else you want on one screen. You may also consider purchasing two or three additional monitors. Several authors of legal technology blogs have written glowing reports about using two or three monitors at a time.
The minimum memory you need, for most purposes, is 2 GB of RAM. To run Windows Vista, 2 GB is required but 4 GB is recommended. RAM can raise your costs, so consider your needs and watch for sales. I strongly recommend an internal DVD reader/writer as it will help not just in preparing court presentations but also in backing up the computer.
The Vista operating system is the latest version of Windows, but there are other operating systems such as Apple and Linux. Microsoft’s Windows system is the most popular and most, if not all, programs used by lawyers are based on it. Apple has the second-largest operating system on the market and there have been a number of discussions of how the system has found favor with lawyers. In fact, the ABA Techshow, one of the largest conferences on legal technology, has created a CLE track just for Mac users. The Linux system, of which there are many distributions, has a small following in the legal community. Most users are drawn to the free software and the product’s security. I use it on my laptop in a dual-boot configuration, meaning I can run either Windows or Linux. While I have found it useful for my purposes, I do not believe it is ready for widespread use; in addition, many of the programs built for or used by attorneys, such as Dragon Naturally Speaking or Hot Docs, do not work well in the Linux environment. Other software built for Linux that can take the place of these programs exists but is not user-friendly.
Peripherals attached to the desktop computer may, and probably should, include two to five external hard drives. Backing up the computer is important in case of catastrophic failure or just a plain old virus. Using removable media such as a DVD is a good system; I also make a copy of my documents folder once a month. But a lot of things can happen in a month, so with an external hard drive and the right software, such as Paragon’s Drive Backup 9.0, you can arrange to have your computer save and sync your files nightly.
Consider A Laptop
The alternative to a desktop computer is a laptop, designed for mobile computing, though some models are built to function as a replacement desktop. My general recommendations for a laptop include a dual core 2.2 GHz processor (a chip), one or more gigabytes of RAM, a 15-inch display, internal DVD-RW, and a 240 GB hard drive. (You could probably get away with an 80 GB hard drive, which should provide more than enough storage space for mobile use, but I have always preferred larger hard drives. It is best to consider how you intend to use the laptop.) The internal DVD-RW allows you to burn both CDs and DVDs, which is useful in creating backups. A built-in Ethernet adapter and built-in 802.11g wireless adapter give you the freedom to work in a wired library or a wireless airport. Battery power is always important, and while the laptop you buy will come with a battery, I recommend purchasing a 9-cell battery as an upgrade that provides extended power. Keep in mind the weight and size of the computer: you will have to carry it around and, in airport concourses after a cross-country flight, laptops have been known to gain weight. The brand of laptop you buy is important. Avoid generics; instead, purchase brand-name products from Toshiba, HP, etc. This decision pays back when it comes time to purchase replacement parts. In an emergency, a nonstandard computer may not be as easily repaired.
Tablet PCs Offer Many Advantages
For working away from the office, efficiency sometimes trumps all else. A device even more practical and useful than a laptop is the tablet PC. With a model such as the Lenova X-61, a lawyer in a deposition can take notes on the screen. The writing is automatically converted to readable text and, at the same time, the computer records what is being said. Then, using a program such as Verdict or Sanction, you can compile your notes and deposition video and, during trial, quickly find and play back relevant portions while cross examining the witness.
Constant change is the theme of the legal technology world. This brief overview describes available products, though I suspect that by the time you read it much will have changed. Do not feel that you have to rush out and buy the latest and greatest cutting-edge software and hardware. Stick with what works for you, but do not be resistant to change. It is a way to live, and a way to deal with our ever-evolving technology.
