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ABA Legal Technology Resource Center

Positioning for Power: Technology and the Law Firm Librarian

Positioning for Power: Technology and the Law Firm Librarian

This article suggests ways for librarians to position themselves as a major resource for evaluative information on practice management software for the law office. The article first appeared in Legal Information Alert Volume 21, No. 5 May 2002.

by Catherine Sanders Reach

Recently law librarians have been asking some unusual questions of their peers. Instead of requests for obscure titles, pleas for help in decoding cryptic citations, or imploring for assistance in developing search strategies to find tangential information, law librarians have been asking each other "what does your firm use for time and billing?" As law firms begin to consider adding or upgrading software to automate their practices, lawyers begin to turn to the staff in their firms who are both familiar with technology and speak their language - the law librarians. Attorneys realize that librarians are uniquely positioned to take part in research, training, and even implementation of law practice software. But are librarians aware of their potential?

Getting Involved

Librarians have long been concerned that advances in technology have contributed to shrinking budgets, tightening spaces, and staff rationing in the law library. Ironically, it has often been the librarian that has brought these technologies into the firm in the first place. By taking a lead in helping the firm make decisions on practice technologies, librarians have an opportunity to add a valuable skill to their repertoire and redefine librarians as the source for information. Involvement with the firm's technology decisions will increase exposure to the library, and allow librarians to expand their expertise.

As librarians become involved in helping make technology purchases for their law firms they will be able to leverage these technologies for increased library services in the future. For instance, West Group recently purchased ProLaw, a practice management software. For law firms using ProLaw the application will become one-stop-shopping for all of the users' practice needs, including access to online legal research. Similarly, the LexisNexis version of Time Matters practice management software provides an opportunity for librarians to show users how they can take advantage of the seamless integration of the online research and practice management functions. Law librarians have a wonderful opportunity to work with both vendors and users to make this experience work for everyone.

Skill Sets

While librarians may be aware of the reasons to get involved with the firm's technology decisions, they may not be cognizant of the skills they already possess that make them qualified for this task. Finding resources and providing research are the librarian's specialty, and searching for software is merely an extension of the skills used everyday. Experience from purchasing library software helps them understand issues such as licensing agreements and scalability. They are able to critically compare products and experiment with demo and trial versions comfortably. Librarians are intimately acquainted with the firm's practice areas, helping them identify whether specialized software, such as an estate tax planning software, is a worthy investment. For enterprise products, such as practice management or document management, librarians can eliminate some products during the research phase based on their knowledge of the work flow and technology commitment at the firm.

Many firms have an Information Systems (IS) department, with a trained staff and a director at the helm. While they are often asked to help with the firm's technology decisions on the systems side, librarians are many times best suited for initial product research, organizing training, and acting as liaisons between the firms' IS staff, the vendor, and the attorneys. Librarians' experience in research and their global network of peers can help identify products best suited for the firms' needs. They are then able to effectively communicate with both the attorneys and the IS staff, because they understand the vocabulary used by both groups. Since librarians are constantly involved in training, it would be an easy and logical jump to have them set up the training schedules for new software products. By getting involved with the firms' technology needs and solutions, librarians can develop a more crucial role in the law firm culture and realize a better relationship with the IS department.

Why Automate?

Librarians can also act as advocates for law office automation. While emphasizing the need for Intranets, online catalogs, portals, and Internet access to legal research resources, librarians should also rally for software that promulgates collaboration, efficiency, and knowledge sharing. Librarians have always been at the forefront of technology usage, emphasizing the enhancements for the user, and not just technology for technology's sake. If the firm is still using paper time sheets to record and calculate billable hours, librarians should take the opportunity to suggest adding a time and billing software application. Does the firm have widespread branch offices that are not networked? Librarians can show how web-enabled calendaring programs can help attorneys share deadlines, tasks, and organize meetings with basic Internet access. When the library statistics show major expenditures in the number of forms found or purchased for the firm perhaps it is time to mention document assembly software? With the large number of software applications that can be used to enhance a firm's productivity, the librarian has a tremendous opportunity to share this valuable information and act as an advocate for technological advancement.

First Steps

One way to get started in the endeavor to increase the firms' productivity, empower users, and position for power is to look at the firm's existing technology. While the IS department takes care of systems construction, maintenance, and upgrades, librarians can help suggest how to use the firm's applications to its advantage. By asking for a list of all the software licensed for the firm, with version numbers, librarians can learn about the applications, how they are best used, and whether upgrades are available. If new versions of some applications have been significantly enhanced, find out how to get an upgrade. Administer a survey and ask which functions of applications the attorneys use and then suggest better, more efficient uses of the software. Publish a "Tips and Tricks" column in the library's newsletter or communication medium, explaining new or better ways to use existing products. Establish a knowledgebase or FAQ on the firm's Intranet and let the users have a forum for discussion on software usage, sponsored by the library. There are many ways to show the firm that a librarian's capabilities know no limits!

A Primer

Law office automation software comes in a variety of flavors. The products may be specifically designed for the legal market, customized for the vertical legal market, or a general business software that is commonly used in law offices. Software may be a standalone application that does only one job, a multi-function product that combines several tasks, it may integrate with other products, or it may be completely web-based (Application Service Provider). Scalability, integration, and customization are always important in a law office software, as well as the quality of support, training, and customer service available.

For those who are new to law office automation software or those who haven't explored the options in awhile, following is a brief overview of some of the general types of legal technology software applications.

  • Calendaring: This type of software is generally used best in a group environment. At its simplest it provides an electronic datebook. When integrated with other functions, such as e-mail, contacts, and case information this tool can be the starting point as a great time management tool.
  • Case Management: An application that combines multiple functions, generally based on a case or matter name or number, and searchable in a variety of ways. While many of the features may not be as robust as some of the standalone products, case management will logically organize work flow and work product.
  • Conflict Checking: This application searches files for conflicts of interest in the firms contacts database. It is usually a function of a case or practice management package, but can be found as a standalone product. Insurance carriers may offer a discount to firms who adopt this software, but at the least it saves time and reduces errors.
  • Customer Relationship Management: Application that takes contact information and creates relationships to provide marketing, client retention, and rainmaking potential.
  • Docketing: Commonly found in case/practice management solutions, this court rules-based application calculates deadlines and creates ticklers based on a specific court or jurisdiction.
  • Document Assembly: Software that works with popular word processing applications to create customized templates, such as leases, wills, and contracts. Each template can be used "as is" or customized. Easily available as a standalone product or part of a case/practice management suite.
  • Document Management: A system for saving and storing electronic information, usually documents, that allows for sharing, search, and retrieval on a number of levels. A great aid in information sharing, these products are most robust as a stand-alone , but are often found as a component of a case/practice management application.
  • Groupware: This product usually combines e-mail, contacts, tasks, meeting planning, and a calendar. Provides both personal and shared environments. Often part of an enterprise office suite, it is also integrated in case and practice management applications.
  • Practice Management: Software that integrates all law office functions, both front and back office. These products usually requires a good deal of training
  • Time tracking/billing: This software allows users to electronically track time, often via the desktop, a handheld device, or a laptop, and create reports and invoices. Highly customizable, this type of software may also come bundled with accounting capabilities. Availability ranges from something as simple as a desktop egg timer to part of a complex practice management system.

This is an abbreviated list and does not include practice specific software, such as litigation support or estate planning. Other concepts and applications are making their way into the mainstream legal market, such as Internet deal rooms, online depositions, portals, extranets, expert systems, and knowledge management. Remember that no matter what the technology, effective usage of the product is the most essential element in realizing a return on investment.

Conclusion

The next time an attorney asks for help with identifying law office automation software remember that the opportunity could lead to a whole new set of challenging and rewarding services for the library to provide. Start looking at the firms' technology and try to see how to work with IS to make the available software packages work for the users, promoting training and information sharing. As legal research vendors add on software products and merge services with other technology vendors, librarians have a unique opportunity to provide their firms with enhanced services. By taking on this new and challenging role, librarians will place themselves at the leading edge of law firm decision making and in a new, exciting position of power.

Resources

Catherine Sanders Reach has a masters degree in library and information studies and is a research specialist at the ABA Legal Technology Resource Center.

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