Technology in a Law Firm

Law Firm Technology

Technology utilizes machines for data retrieval and storage and the quick and effective performance of repetitive acts. In a law firm, this technology can significantly enhance the attorney's work. Yet, it still remains one of the most underutilized tools, frequently only relied on for word processing and as a client database. Especially, with the latest mobile technology, lawyers need to recognize additional ways they can use these electronics to make their work more efficient and easier. At the same time, they also must be aware of ethical considerations and the greater risk for exposure to malpractice liability.

A strong proponent of using technology in a law office, Beall explains that his practice performs a multitude of functions from their Macs and PCs using the software tool "remote desktop connection." In addition to the traditional word processing and client database use, their computers assist with overseeing project management, developing and implementing legal strategy, connecting to the office and other staff on a real-time basis, storing documents in electronic form and eliminating paper files, and instantly accessing information.

Allen adds that technology can also provide support to attorneys when they are outside of the office. Mobile "has opened the door to virtual offices, telecommuting, easily working out of their house or even a hotel while out of town for business, pleasure or both. In today's world, attorneys can practice as efficiently and as effectively outside of their office as they can from inside the office" (p. 115). Lawyers can now easily bring with them laptop computers with high-speed connection and a digital light processor projector; smart phones; portable scanners, printers, storage devises, surge protectors and speakers; GPS units; document, still and movie cameras; digital voice recorders; digital tablets; noise canceling earphones and a variety of extension cords, FireWire, and USB, Ethernet and video and HDMI cables and connectors.

Each law office will want to conduct a needs assessment before investing in technology by determining the most pressing needs and how to improve their efficiency. Increasingly, lawyers are taking a strategic approach to defining their technology needs. This assessment will also help the attorney know how much needs to be invested over the long term. The best approach, suggests Beall, is to invest conservatively, starting with the most needed tools first and then, as the office grows, build on them as necessary. Technical improvements can also be made with little or no added investment, once having a better understanding of the tools' capabilities. It helps to see how other law firms are leveraging their technology and follow some of these best practices.

Technology can be very beneficial, but it can also open the firm up to greater risk, according to Allen. For example, technology has greatly impacted the area of data storage and management, yet data security issues present some of the greatest concerns of technology use. Attorneys must continually guard against any non-authorized use of data, because they are ethically and legally obligated to protect client confidentiality. Allen also stresses the importance of addressing risks with metadata, or the information attached to electronic files. For example, word processing eases work, but attached to these documents are electronic metadata that can give others valuable information. Other security issues and ethics considerations arise with the use of the Internet and cloud computing.

Wisely chosen and implemented, today's technology can provide law offices with new and effective ways of handling much of the work that took considerably longer in the past or could not be done at all. It also can free lawyers from having to stay within the four walls of their office, giving them much more latitude to easily and efficiently conduct their work in other environments. At all times, however, they must be aware of the impact this technology has on their ethical and legal obligations to their clients and not compromise traditional notions of professionalism, autonomy and discretion.

References

Allen, J. Techno-ethics and the practice of law. American Journal of Family Law, 24(4), 211-217. Practicing law in travel mode: A tech primer for mobile lawyers. American Journal of Family Law, 25(3), 114-122.

Beall, IV, J. A. Using technology in a law office setting. American Journal of Family Law, 22(3), 148-155.

Faulconbridge, J., & Muzio, D. Organizational professionalism in globalizing law firms. Work, Employment and Society, 22(1), 7-25.

Robert Half. Future law office: Technology's transformation of the legal field.

Tiersma, P. M. Parchment, Paper, Pixels: Law and the Technologies of Communication.