The Mac Lawyer

Using Macs in Law Firms | Attorney Ben Stevens

Rocket Matter 2.0 Released, Now Featuring Document Assembly

By J. Benjamin Stevens on Posted in Office Management, Online Resources, Product Reviews, Software

The Mac Lawyer has long found Rocket Matter to be the leading practice management program for law firms, including my own.  It providers users the ability to quickly and efficiently manage their calendars, tasks, contacts, and time and billing.  Within the last few months, it introduced the ability to integrate with Dropbox and Evernote.

Last week, Rocket Matter announced its 2.0 release, which now features document assembly.  Users can merge client and matter data to easily generate customizable documents, with no limit to the number of custom fields that may be used.  This new functionality makes this already impressive product stand head and shoulders above its peers, and it can greatly increase both productivity and efficiency for its users.

“For the first time in the cloud and for the first time on Macs, attorneys have software that can instantly create new legal documents, store them, and bill for them,” says Larry Port, CEO of Rocket Matter.  “Our 2.0 release is a major step forward for cloud legal software.  The document assembly and custom field combination offers incredible power while adhering to our well-known ease-of-use philosophy.   Creating a new document with existing matter and client information literally takes the click of a mouse.”

Because Rocket Matter is web-based, users can utilize all its features and generate documents on their Macs, iPads, iPhones (and even PC’s).  To the best of my knowledge, Rocket Matter is the first and only SaaS (Software as a Service) case management program to offer document generation.  Kudos to the folks at Rocket Matter for recognizing this glaring need and addressing it in such a useful manner.  You can learn more about the document generation and other new features at their website or in the preview video below:

A Preview of Rocket Matter 2.0: Document Assembly and Custom Fields from Rocket Matter on Vimeo.

Guest Post :: Document Management for the Mac-Using Lawyer with DocMoto

By J. Benjamin Stevens on Posted in Guest Posts, How Do I ... ?, Office Management, Software

Note from The Mac Lawyer:  Among the questions that I am asked most often are: “What document management systems are available on the Mac?” and/or “My firm uses Worldox.  Is there anything similar for the Mac?”  While the Finder may be a suitable solution for some smaller law firms, many others want something more powerful.  I recently had an opportunity to meet face-to-face with the developers of an exciting new product, DocMoto, and view its features.  I was so impressed that I asked them to provide this Guest Post to make my readers aware of their product and its amazing capabilities.  I believe that this new document management system (developed exclusively for Macs) will be a tremendous asset to attorneys and law firms that want or need such powerful features.  - Ben Stevens

“Document management – everybody needs it to some extent, but the benefits to law firms of effective document management are considerable.”  First off, a big thank you to Ben Stevens for asking us to write this brief article on document management and our product DocMoto.

If ever there was a topic that meant all things to all people document management is it. But in the legal environment it can be boiled down to some key benefits:

  1. Client/Matter-Centric Storage :: All electronic material can be “tagged” by both the client and the matter, plus any other tags that will be helpful in retrieval. Once tagged, it’s easy to find all material for client X or matter Y.
  2. Consistency :: Rules can be imposed on the storage of material. This guarantees a consistent approach for everybody within the firm. With consistency comes a reduction in error and an improvement in the speed of retrieval.
  3. Centralisation :: Everything, including email, documents, and even images can be stored in the one central location. This makes searching faster and more thorough. It also ensures that all material is included in the search, avoiding any possible issues with eDiscovery.
  4. Full Text and Tag Searching :: Complex searches can be simply performed. Searches can include multiple criteria, such as a combination of tags and text. For example, find all references to Mrs. Z in matter Y.
  5. Document Access Control :: Security can be applied to the repository ensuring only the correct people have access to the appropriate material. Confidential matters remain that way.
  6. Client Access Via The Web :: Clients can be given secure access to the repository via the web. This improves client service levels, it also further ensures material is consistently stored.
  7. Version Control – Material is checked in and out of the repository, with a full revision history being kept of all files.
  8. Audit Trail :: All material has a full audit trail to see who accessed material and when.
  9. Simplified Backup :: As everything is in one place, backup is greatly simplified.

In the case of the sole practitioner it is accepted that most of this can be achieved with a manual system. But the moment there is more than one person involved, particularly if information is being entered by members of staff, the need for a document manager rises sharply. Of course there are numerous document management systems to choose from. The reason our product, DocMoto is featured here is because it is a truly Mac product.

DocMoto’s central repository is accessed through a software interface very similar to Finder. To coin Apple‘s line “you already know how to use it”. The repository can hold any file type, from documents and email through to images and even audio. The repository can be accessed by multiple people at once, is secure, and supports a powerful tagging and templating system. Simple storage rules can be applied ensuring material is correctly and consistently tagged. DocMoto supports very powerful text and tag searches and all files have a complete version history.

DocMoto can be downloaded and installed for a trial period, but since it is a business critical application we recommend treating it as a “mini project” and we are more than happy to provide the support necessary to achieve this. The product can be located in-house or in the cloud. Pricing plans range from a one off purchase to monthly payments.

You can learn more about this topic in general in Document Management Systems: Why Bother and How to Shop for One (Part 1 of 2) by John Heckman.

About the Author:  This Guest Post was written by Neil Cameron, director of UK based CHL Software.  CHL has been developing OS X based solutions for the past five years and document management systems since the company was founded in 1996. DocMoto, their flagship product is rapidly being adopted by attorneys worldwide.

Guest Post :: Implications of iCloud on the Legal Field

By J. Benjamin Stevens on Posted in Guest Posts, Mac OS X, Online Resources, Technology

Cloud computing technology has been making serious headway in the past few years. Most of those endeavors have been on the “back end,” allowing businesses to create and implement scalable solutions that rely on third-party, Internet-based providers. The legal field, however, has sometimes been resistant to these technologies. A variety of concerns – primarily those involving security – have kept many cloud solutions at bay.

With the advent of Apple’s iCloud, however, the legal field may not be able to hold out much longer. While iCloud isn’t necessarily revolutionary in what it does, it comes at an auspicious time. Consumer cloud computing solutions have been gaining rapid acceptance, as evidenced by the rapid growth of DropBox.  iCloud has the potential to bring cloud computing to the masses.

Personal use drives business use

Over and over again in the history of technology, we’ve seen as personal use of technology tends to drive business use. The situation with iCloud is likely to be similar. Once people (including those in the legal field) get used to accessing all of their personal data from many locations with many different devices, they’ll want to be able to do so with their work data, as well.

Security concerns and iCloud

This, then, is raising concerns about security for many in the field. There are at least three major security questions iCloud brings to the fore, including:

  • How do cloud solutions impact confidentiality? If a third party – in the case of iCloud, this would be Apple – is hosting your client files, can the data be considered secure and confidential? Will this kind of storage meet legal challenges to confidentiality?
  • How can timestamped data be captured in the cloud? For example, when you’re talking about an iCloud file, you can see the file changed from one moment to the next. How will businesses capture specific time-related data? This is particularly relevant for issues like e-discovery.
  • How does iCloud security compare to existing security? The fact of the matter is that many businesses – even those involved in legal issues – have relatively poor security. That might be at the desktop level, the network level, or both. Does iCloud and related technologies actually offer a more secure environment than the status quo?

How the legal field fits in

Many in the legal field may be resistant to this emerging technology. This would be a mistake, as there’s plenty of potential for those in legal to make a positive impact on the cloud computing trend. Specifically, legal professionals can:

  • Become educated about security technologies. By gaining an understanding of how things like encryption function in the iCloud environment, you can better analyze a given solution.
  • Challenge cloud solutions providers to create stronger security measures. Legal firms can be a driving force behind improved security from cloud providers.
  • Identify ways that cloud solutions can meet legal requirements. In addition, legal firms can help to identify how regulatory requirements can be met, and how the cloud can be made to be more friendly to e-discovery and related processes.

Whether or not iCloud gains widespread use, one thing is certain: those in the legal field can’t afford to ignore cloud technology. It’s time to get out at the forefront, and make sure the tech meets all of the important legal requirements that you and your clients need to meet.

About the Author: Eric Greenwood is an information and online storage technology expert whose advice is sought after by friends and strangers alike – Read more of his work on his blog, Online Storage!

Guest Post :: 5 Top Law Apps You Must Have

By J. Benjamin Stevens on Posted in Guest Posts

The iPod, iPhone and iPad changed how people communicate and do business, and this is true in the legal profession, as well. Lawyers are always on the go and need tools to stay in touch with the office, as well as the courts.

The five apps outlined below can be of help. All can be found and purchased in the app store. You might want your iPod Touch white to keep the defense looking innocent or perhaps a black iPhone if you’re the prosecution. Let us see what Apps we have for your device.

Fastcase
The free Fastcase app offers primary law access for federal law and every state. This includes statutes, cases, constitutions, court rules and regulations. Nothing is downloaded to the device, so the app reduces data usage, saving the user money.

Black’s Law Dictionary
Good for lawyers and law students alike, this app provides 45,000 legal terms, 7,000 of which come with audible pronunciation. It also bookmarks, allows for linking between definitions and uses West’s key numbering system. The Blacks Law app costs $54.99 but is invaluable.

iPleading
Created by a lawyer to reduce frustration, iPleading creates a formatted PDF document that is ready for filing in federal or state court. The details can be filled out on the fly and the document sent immediately as an email attachment. At the low cost of $3.99, this app is a must have.

Audiotorium Notes
Audiotorium Notes was not designed for lawyers but can still be very helpful. Aside from recording audio and taking notes, it syncs with Dropbox for easy cloud storage. All notes are sorted by subject and category, and the app will record even if other apps are being used. Audiotorium Notes costs $4.99.

Trial Pad
This $89.99 app is very pricey but delivers in a big way. It allows a lawyer to present trial exhibits in court through the use of a projector. One handy feature is the ability to make copies of a file in order to show different points of view. All files are organized in case folders for easy access, organization and annotation. Trial Pad is best for litigators but anyone in the legal profession might find it handy.

The iPhone revolutionized how professionals work and the iPad is expected to take it to the next level. The five apps listed above can help law students and lawyers do their best work.

About the Author: Daniel Fenu is a graphic designer, and writer based in the UK.  Loves all things Apple.  Come and say hello to him on Twitter @danfenudesign.

Guest Post :: Apple Store in Grand Central Station Opens Friday

By J. Benjamin Stevens on Posted in Guest Posts, Miscellaneous

Grand Central Terminal, the iconic train station in New York City, is planning on unveiling a new Apple Store this Friday, December 9, 2011. This is the fifth Apple Store to be opened in Manhattan and will be 23,000-square feet in size. Apple, Inc. is paying $180 per square foot, amounting to $4,140,000 for the store to be opened.

In addition, Apple made a $2.5 million capital investment in the space with a $1.1 million annual rate that will continuously rise each year of the 10-year lease. Furthermore, Apple paid Metrazur, the restaurant that occupied their space prior to building the store, $5 million to end their lease early. According the MTA, the terms of the lease are completely fair and there are no special deals that Apple was dealt prior to building the store.

Grand Central Terminal already has 750,000 people that walk through the halls daily and 1 million people that come through during the holidays. Apple’s new store will not only provide convenience for the plethora of Apple users, but it will stimulate more purchases for the surrounding stores because of the high traffic that it will ensue.

Apple is also considered the anchor tenant of the terminal, meaning that it will not share any of its revenues with the MTA. This works in a typical mall as well, where the largest store is the main attraction, which in turn provides incentive for people to shop in the smaller stores.  If you find yourself in New York City, be sure to check out this new store because it is unique in design and extremely vast in space.

About the Author: Ben Levy is a marketing associate for the law firm, JDKatz, P.C., a full-service law firm specializing in real-estate law, tax law, elder law, business law and estate planning. If you wish to learn more please visit www.jdkatz.com.

Guest Post :: Equity – The Best Font for Lawyers

By J. Benjamin Stevens on Posted in Guest Posts, Miscellaneous, Office Management

What font do you use? Why? Have you thought about it? Do you care how your documents look and how readable they are? You should.  In college, I worked in the public relations department for three years, and I learned a lot about the importance of layout, font choice, text size, etc.  Since I began practicing law 16+ years ago, I have always given great thought to which font I used, and my tastes and preferences have changed over the years. I am proud to say that my preferred font these days is “Equity“, and I asked its creator, Matthew Butterick, to write this Guest Post to tell my readers a bit about his new font. I hope you find it informative and that you give Equity a try.

First, I thank Ben Stevens for inviting me to contribute a few words about Equity.

As Typography for Lawyers has evolved, lawyers have asked whether I would ever design a font specifically for legal writing. At first, my answer was no—plenty of nice fonts already exist, so why not use those? And based on that advice, many lawyers have explored the vast typographic territory beyond Times New Roman. Which is a good start.

But after a few years of thinking about the intersection of law and typography, I realized that lawyers do have some special typographic requirements that existing fonts don’t account for. So Equity is the first font to be tailored to the needs of legal writers—start to finish. A few examples:

First, Equity meets the Times New Roman benchmark for length. Lawyers are sometimes reluctant to consider other fonts because most of them don’t fit as many words per page as Times New Roman. But the overall length of text set in Equity is almost identical to Times New Roman.

Second, not only does Equity have real typographic small caps—in both regular and bold weights—but they’re already letterspaced according to my recommendations in Typography for Lawyers, making it more convenient to use them.

Third, because office printers don’t all print text the same way, Equity comes in two weight “grades”—one slightly lighter than the other—so you can pick the one that works best with your printer. This is a feature found in very few text fonts.

Fourth, unlike nearly all professional fonts, you can embed Equity in word-processing documents. So if you collaborate on documents with other lawyers, they’ll be able to see your documents formatted in Equity.

And how does it look? My goal was to give Equity the warmth of traditional letterpress printing without being stuffy or quaint—a blend of classic and contemporary.

Equity has quickly become indispensable in my work as a lawyer, writer, and typographer. I’m very pleased with how it turned out. I hope others find it as useful as I do.

You can download PDF samples of Equity at http://equityfont.com. A one-person license is $120; up to five people is $240.

About the Author:  Matthew Butterick is an attorney, designer, and writer in Los Angeles. He is the author of the website and book Typography for Lawyers (Jones McClure Publishing).

The Mac Lawyer Discusses Steve Jobs’ Impact on the Legal Profession

By J. Benjamin Stevens on Posted in Mac vs. PC, Podcasts, Technology

My good friend / techno-genius, Finis Price, and I were recently the featured guests on the nationally renowned legal podcast, Lawyer2Lawyer, to discuss the impact Steve Jobs had on the legal industry.  The description of this episode is listed below, as are the links to listen to it.

Steve Jobs and Apple changed the way we communicate, listen to music, watch movies and conduct business through technology. Lawyer2Lawyer co-host and attorney, J. Craig Williams joins Ben Stevens, a practicing attorney and blogger for the popular blog, The Mac Lawyer and Finis Price, attorney and co-founder of TechnoEsq Presentations, as they take a  look at the influence of Steve Jobs and Apple on the legal profession, the current state of tech within the legal community and if Jobs’ ideas have driven innovation in other ways that have impacted lawyers.

You can listen to the episode online by clicking here, or you can download it by clicking here. Thanks to Craig Williams and his production crew for having Finis and me as guests.  I hope you enjoy the episode.

The Mac Lawyer Discusses Apple’s Impact on Law Offices

By J. Benjamin Stevens on Posted in Mac vs. PC, Office Management, Technology, This Blog

I was recently interviewed by Colin O’Keefe of the LexBlog Network about the impact of Steve Jobs and Apple on the law and the legal workplace.  In this interview, I discuss

  • Why my firm, The Stevens Firm, P.A., made the switch to a completely Mac-only office in 2005.
  • Whether or not Apple’s perception in the legal workplace has changed from the mid-90s to the early 2000s to now.
  • Why Apple computers are actually a better value for law firms than their PC counterparts.
  • Just how big the iPad has been for lawyers and law firms.
  • Where things are headed for Apple and lawyers.

I hope you enjoy the interview, and I want to extend my thanks to both Colin and LexBlog for having me as their guest.

Source: “LXBN TV: Ben Stevens Discusses Apple’s Impact on the Legal Workplace” published at the LexBlog Network.

Guest Post :: The Law Firm of Tomorrow, Part Three

By J. Benjamin Stevens on Posted in Guest Posts, Office Management, Technology

I am pleased and honored to publish the following Guest Post, “The Law Firm of Tomorrow, Part Three – Why We Decided to Write This Book and How We Made Publishing History“ by Larry Port:

I’m a productivity junkie.  I enjoy reading books about how to be more streamlined, more efficient.  My idea of a good time is to kick back with a good to-do list, calendar, and some 3 x 5 index cards.  And when I find a cool new technique to save time or stay focused that I’ve never heard of before, I feel like a kid on Christmas.

Followers of our blog, Legal Productivity, or our webinar series know we also like to write and produce content on this subject.  And last October, we released the wildly acclaimed Legal Productivity: How Project Management, GTD, and Tomatoes Can Transform the Way You Practice Law.

When I say wildly acclaimed, I mean my mother was really excited about it.  And actually, thousands of attorneys downloaded it and bought it from Amazon or got it for free at trade shows.  Those trade show people, however, were bitter and disappointed that they didn’t walk away with a Rocket Matter Snuggie.

So this month, a year later, we released a sequel to Legal Productivity.  We were toying around with “Son of Legal Productivity” or “The Return of Legal Productivity” or “Legal Productivity : The Search for Spock”, but instead, we made it Part Three of our new e-book series, The Law Firm of Tomorrow.  In this way, we figured, our new volume is simultaneously the sequels of two different books, which we believe to be a first in publishing history.

You can download The Law Firm of Tomorrow, Part Three on us and send it to all your friends by clicking here.  We commissioned a very cool cover, so we’re excited to publish the print version sometime in the future (or tomorrow, if you will), in the hopes that people will judge the book by the cover, and not the content.

All jokes aside, we feature a lot of pretty cool tips in the book.  Two of the chapters focus on reducing the email nightmare, which I can say have truly helped me downgrade email from a category 5 nightmare to a category 1 nightmare.  One chapter focues on a relatively new idea:  namely, that all emails should be three sentences or less.  Another explores the Zero-Inbox concept, which I practice religiously every day.

We also discuss the joys of getting rid of your stuff and tossing it into the dumpster, as well as embracing cycles to keep the conveyor belt of life and work moving smoothly.  We hope you enjoy it, and let us know so with flowing praise.  Any criticisms, and you’ll have my mother to answer to.

About the Author:  Larry Port is the Founding Partner and Chief Software Architect of Rocket Matter, the leading web-based legal practice management and time tracking product.  A speaker and award-winning writer at the crossroads of the legal profession and cutting edge technology, Larry writes extensively for legal publications, including Legal Management, Law Technology News, Law Practice Today, ILTA’s Peer to Peer, Lawyerist, FindLaw, Chicago Lawyer, and others.

Steve Jobs (1955 – 2011)

By J. Benjamin Stevens on Posted in Miscellaneous, Technology

Steve Jobs passed away earlier today. I am deeply saddened by his passing for many reasons. I believe that he was a genius in almost every sense of the word – and those who know me are well aware that I use that very rarely and very carefully. Mr. Jobs led an extraordinary life, and it is one that has inspired and continues to inspire me.  He literally affected hundred of millions of people and made their day-to-day lives better – and he will continue to do so for generations.

Apple posted the following tribute tonight: “Apple has lost a visionary and creative genius, and the world has lost an amazing human being. Those of us who have been fortunate enough to know and work with Steve have lost a dear friend and an inspiring mentor. Steve leaves behind a company that only he could have built, and his spirit will forever be the foundation of Apple.”

If you have not yet seen the commencement address that Steve Jobs gave at Stanford University back in 2005, please take a few minutes to view it below.  Rest in peace, Mr. Jobs.  You were a revolutionary genius; you changed the world; and you will be deeply missed.  You were the Thomas Edison of our time, and I suspect there will never be another like you.