Vandeberg Johnson & Gandara
Firm leverages technology to reduce duplicating time, billing and accounting efforts.
By
Susan M. Lord, records and information manager
Who are you?
Vandeberg Johnson & Gandara
Seattle and Tacoma, Wash.
(253) 383-3791
www.vjglaw.com
Vandeberg Johnson & Gandara is a partnership of professional service corporations serving individuals, businesses and public entities. VJ&G’s 29 attorneys represent clients in areas involving business, corporate and commercial law, civil litigation, school law, construction law, environmental law, estate planning and probate law, government, real estate, labor and employment, and health care law.
This article focuses on the Tacoma, Wash., office of VJ&G; however, the Seattle office has similar hardware and software features. The two offices are connected via a T-1 line for both voice and data transmission.
Hardware/Office Equipment
As with most firms, we seem to be in a constant process of upgrading desktop equipment and software, as well as server room equipment and applications. However, during the past several months, VJ&G has been concentrating on upgrading its server room equipment and applications. While we are in the process of phasing out two older Compaq servers, all new purchases made have been Dell PowerEdge products. The server array has been upgraded to Microsoft’s 2003 Server platform. We chose two of the servers to run exclusively one application each. These applications are Microsoft Exchange 2002, the e-mail server, and Omega Legal Systems’ Omega Legal, a completely integrated time, billing and accounting software product suite. Another server primarily manages the firm’s electronic client files storage. A network attached storage device stores electronic library databases, as well as copies of all firm-purchased software applications. The servers are backed up each business day by a Dell PowerVault tape drive to digital linear VS1 tapes. Three years ago, all the desktop computers were upgraded to Dell Optiplex GX series.
VJ&G doesn’t provide attorneys or staff with personal digital assistants, but those who own one can interface with the firm’s computer equipment. The firm also has an older Dell Inspiron laptop and a new IBM Thinkpad laptop that attorneys and staff can check out for court, presentations or other firm-related work. We also own a liquid crystal display projector.
Software
The Optiplex GXs came equipped with Microsoft’s Windows XP operating system. VJ&G’s PCs run Microsoft Office 2002 and several specialized applications specifically suited to the legal environment. For example, we have an add-on automation tool for Microsoft Word created by KI Systems Inc., which provides customized document templates and macros for our business correspondence and litigation documents. This tool also offers a “smart footer” macro for our client files document management system, as well as a document numbering tool. In addition, we purchased an enterprise-wide SQL Server address book for centralized contact management from KI Systems. This application integrates with Microsoft Word and Outlook to retrieve client data, such as e-mail and postal addresses.
We also rely heavily on the following key software applications: Summation, which we use for case management; dtSearch, a great document indexing tool with a powerful search engine; DeltaView, a document comparison product; and GoToMyPC, a Citrix Web-based tool for remote connection to office computers. We also use Thomson West’s Westlaw for legal research. The attorneys and paralegals are authorized to use the Web service. Additionally, we purchase library services on CD, which we upload to the network.
Perhaps the most important piece of software in our organization is Omega Legal version 5.5. In addition to the main application, VJ&G uses the file management, docketing and conflicts of interest modules. Omega Legal has a myriad of reports and provides the ability for custom report writing. Originally purchased in 2000, we have successfully managed — with Omega’s help — two upgrades, the most recent being in August. We own a 15-seat concurrent user license. The accounting department, records management staff and legal assistants use Omega Legal daily. As more attorneys begin using Omega Legal, we expect to purchase additional user licenses.
How did you implement this technology, and how much did it cost?
Prior to the most recent Omega Legal upgrade, the firm purchased a new PowerEdge server that exceeded the recommended server requirements for Omega Legal version 5.5. The former Omega Legal server already had endured two versions and was five years old. We believe the new server will have sufficient power to manage this and the next upgrade of the software, which is scheduled for release in spring 2006. The server cost approximately $3,000. To protect our data, we purchased a new 80GB tape backup system. Every night, we schedule Omega Legal to back up first to a folder on our network (disk to disk), then we have ArcServe BrightStor back up the data to our new tape device (disk to tape).
The fee to upgrade Omega Legal was $1,550, which included the creation of a few custom projects, a new-features training class via webcast, project management and technical assistance for a few minor anomalies that were discovered after the upgrade. The firm purchased additional training for the accounting department, as the upgrade primarily affected their area of work.
What did you gain from it?
One of the original reasons we purchased Omega Legal five years ago was to reduce duplication of work between the accounting and records management departments because both were using different software at the time.
This latest version of Omega Legal features several enhancements for the accounting module, including a new bank reconciliation program. Approximately 23 new reports were added in the 5.5 version. In addition, Omega Legal’s “Contacts Look-up” was greatly expanded and allows the user to designate more than one criterion when searching for a contact name. A spell check feature and “Search/Replace” function was added to the “Notes” field. Omega Legal also provides the ability to store final billing statements. Electronically storing final billing statements saves several thousands of dollars over the course of the years client billing records are retained.
What will be your next technology purchase?
In the near future, we expect to integrate Omega Legal with new digital copying equipment and software that allows the firm to recover copying and imaging costs. The copying software might ultimately integrate with Omega Legal to capture other costs such as legal research and telecommunication expenses.
Do you have any advice for small firms making technology purchases?
I believe that those making the decisions for major technology purchases for small law firms should represent several departments. It’s amazing to me the wealth of experience each person can bring to the technology team. This approach should provide a balanced view of the requirements and services a new application or system process can add to the firm. I recommend inviting several vendors to present their wares and pricing. Also, contact other users of the product you are interested in to learn about their experience with it. Finally, after implementation, thorough training for your staff must be provided so the product can be used to its fullest potential.Susan M. Lord is the records and information manager for Vandeberg
Johnson & Gandara.
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Susan M. Lord
