The Law Offices of Adam M. Spence
By Adam M. Spence
Who are you?
The Law Offices of Adam M. Spence
Baltimore
(410) 823-1881
www.spencefirm.com
The Law Offices of Adam M. Spence is a two-attorney firm focusing on litigation in the areas of commercial disputes, creditors’ rights, bankruptcy, commercial landlord and tenant law, equipment leasing, and trust and estate litigation. The firm also provides small business advice and small business formation advice.
Network Operating System
We use Microsoft Windows XP Professional on a peer-to-peer network.
Hardware/Office Equipment
The desktops at the Law Offices of Adam M. Spence are various Dell models. I use a Toshiba Satellite P35-S611 with an Atheros Super G wireless local area network for connectivity when I am out of the office. The firm also has a Toshiba Satellite Pro laptop used by attorneys and staff. The attorneys and staff workstations have dual monitors so users can view multiple programs simultaneously. This dual monitor setup is critical for viewing Adobe Acrobat images used in our paperless office system, while at the same time working with other software, such as Microsoft Word or Excel. The LAN is hardwired with T1 Internet connectivity. Our printer is a Hewlett-Packard LaserJet 2300 with a third, 500-sheet paper tray add-on. Each desk has a Visioneer 9450 scanner with Portable Document Format conversion capabilities. Michael Lentz, the firm's second attorney, and I use Treo 600 Smartphones.
Software
Our desktops are equipped with Windows XP Pro and are synchronized with the laptops to the server. Our office suite is Microsoft Professional 2003. We use Time Matters 5.0 Enterprise by LexisNexis for case management, including contact information, e-mail, calendar, To-Do lists, and billing and note information management. Time Matters links with Best Software’s Timeslips for time and billing. The database platform for Time Matters is Microsoft SQL Server. We use Timeslips 2004 for billing, account receivables and productivity report management. Client charges, payments made and escrow account information entered in Timeslips is transferred into QuickBooks for accounting purposes. We use Adobe Acrobat 6.0 to create PDF files for our paperless office system. America Online Instant Messenger facilitates intra-office communications and simple external file transfers to co-counsel, clients and opposing attorneys. We use Blinkx.com for desktop and server file searching to locate files quickly. We block adware and spyware with Lavasoft’s AdAware. MaxEmail by IGC Inc. provides our Internet-based fax service, and Connected.com provides our backup services.
How did you implement this technology,
and how much did it cost?
We purchased the original system when we started the firm in 2003 for approximately $12,000. This included the hardware, software and computer consulting.
When establishing the firm, we quickly moved toward a paperless office by integrating both scanners and instant messaging into the practice. Virtually every document pertaining to a case is available in electronic format, and can be located and reviewed or sent out within seconds. Like other firms, we exchange documents with our clients and opposing counsel by e-mail, but we also use Instant Messenger. For example, if someone requests a copy of a pleading, I can send it by e-mail or instant message during the conversation without leaving my desk. In addition to the time saved, this automation has the added benefit of lowering operating costs by eliminating the need for additional personnel to send hard copies by courier, mail or fax.
What did you gain from it?
From the inception of the firm, I have used technology to aggressively track and monitor cases to move them quickly and efficiently toward trial or settlement while also addressing client concerns.
Our technology use allows us to increase efficiency and to strengthen client relationships. Although we are a two-lawyer firm, several clients have remarked that we are at least as responsive as lawyers from much larger firms, if not more so. Our sophisticated case management software allows us to manage our cases by seamlessly integrating notes, events, To-Do lists, billing, contacts, communications and documents (all of which are scanned into PDF immediately upon receipt). Lentz, our paralegal, our secretary and I have relevant information about any matter we are handling at our fingertips without needing to locate the file or have a status discussion since most of this type of information is in the computer. This not only increases productivity significantly, but also lowers costs and speeds up response time, making our clients happier.
Of course, there are certain downsides in the use of such technology. For example, staff members spend a significant amount of time scanning all incoming and outgoing pleadings and correspondences. Also, the initial investment can be quite significant for a small firm. There is a certain amount of productivity lost during software upgrades, occasional hardware or software malfunctions, training and prolonged disruptions in Internet service. In addition, as anyone who has used a computer knows, there always are technical issues, such as software bugs or the occasional lack of cooperation between software and hardware. Notwithstanding these admitted costs and sometimes frustrations, I would not hesitate to implement the same system again.
What will be your next technology purchase?
The firm started with me, one paralegal, a part-time secretary and a part-time bookkeeper. At that time, a simple peer-to-peer network fit our needs. However, as the firm has grown to two lawyers, a paralegal and a secretary, each of whom work nearly full time, we now need a dedicated server, probably running Microsoft Server software.
Also, given the amount of scanning we do daily, we are likely to purchase a high-speed duplex scanner in the near future.
Do you have any advice for small firms making technology purchases?
When making technology decisions (such as moving toward a paperless office), it’s important to make sure the anticipated system can accommodate existing firm infrastructures (e.g., file directories) and personalities (e.g., techno-phobic attorneys who dislike e-mail). Any new technology must be implemented in a way that allows it to co-exist with the existing technologies and personalities. This is particularly true when not every person in the firm has the ability or desire to learn or adapt to new technologies. If certain members of the firm are unable or unwilling to adopt changes, this will reduce the productivity gains that make a paperless office and case management program a benefit to the firm.
Even in an office that has no existing paperless practices or case management programs, one attorney with conviction, a small budget and a dedicated secretary can implement significant improvements in his or her own practice that might later be adopted firm wide. In the meantime, that attorney will reap considerable benefits.
To have smooth cooperation between software programs, I recommend hiring a software consultant. This person will be able to set up the system and train users. Without such consulting services, our firm would not have been able to seamlessly link Time Matters, Timeslips and QuickBooks. These links provide considerable timesavings on data entry. Our firm also entered into fixed service contracts with the software companies to give us access to technical support when inevitable software issues arise.
Finally, it goes without saying that if you adopt the above technologies, you should perform daily full system backups using tape, hard-drive or secure off-site Internet backup.
Adam M. Spence was born in Christchurch, New Zealand. He received his bachelor’s degree from the University of Virginia and his juris doctorate from the George Mason University School of Law in Virginia. He is admitted to the Bar for the Commonwealth of Virginia, the U.S. District Court for the Eastern District of Virginia, the Bar of the District of Columbia, the Maryland Bar, the Bars of the U.S. Bankruptcy Court for the District of Maryland, the U.S. Bankruptcy Court for the Eastern District of Virginia, the U.S. Bankruptcy Court for the District of Columbia and the U.S. Bankruptcy Court for the Western District of Virginia, and is admitted to practice before the United States Supreme Court. In May 2003, Spence formed the Law Offices of Adam M. Spence.
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Adam M. Spence
