Specialized Shrink-Wrapped Legal Software
for Small Firms and Solos 
By Robert Blumberg

Software publishers have been busy this year releasing new programs and upgrading their existing product lines. Many of these software titles are priced low enough to return their investment in a few months or less. They are “shrink wrapped” (off-the-shelf) programs that are more intuitive than earlier releases and require little training or telephone support. 
With the widespread acceptance of Windows 95 and 98, programs are much easier to install and use than the older DOS applications, which were dependent on code entry, and Windows 3.1. If you are familiar with DOS or Windows 3.1 programs, the new Windows applications are intuitive. Windows programs tend to have a familiar look and feel, so you will be less dependent on manuals. 
Also, tutorials and on-line help let you get started fast. Also, DOS and Windows 3.1 are no longer supported. With YK2 issues looming, upgrading to Widows 95 and 98 programs is essential. There are many offices still using DOS and 3.1 timekeeping/billing/accounting programs. Now is the time to upgrade them. 
The focus now is on integration and linkage. The concept is to use data already in your computer in one program and link (or import) this data into different programs, or into different modules of the same program. Integration saves hours of repetitive data entry, and legal software vendors are creating links to other vendors’ programs and developing new multifunctional programs to better capitalize on the significant savings in time users have come to expect through automation. 
Larger firms no longer have the advantage of spreading the cost of technology over large numbers of lawyers. Today’s small firms and solo practitioners now have access to the same or better technologies at a comparable or lower cost per lawyer. 
Practicing lawyers tell me that the most productive software they use is document assembly. A recent article on the subject stated that document assembly cuts drafting time by two thirds (96 LWUSA 1010). The author was referring to programs like HOTDOCS, other document assembly engines and expert systems. Expert document assembly systems such as the DL Drafting Libraries will cut drafting time even further because the language of the documents comes with the system. 
Using a document assembly engine such as HOTDOCS takes three steps. First, you have to learn the logic of the document assembly engine. This can take from an hour or two to an entire day, depending on your knowledge of computers. The second step is to prepare an interface, or template, for each one of your documents. The time involved for this second step varies depending on the number of customizable fields you want to set up in each document, but generally takes from 30-45 minutes for a short document and significantly more time for more complicated documents. Once the interface for a specific document has been created, future documents of this type can be generated at the touch of a button—just enter the variable information in the specified fields and your document is generated. 
Because an expert system such as DL DRAFTING LIBRARIES comes with sophisticated documents already built into the program, there is no logic to learn. You avoid steps one and two, and a first draft can be produced in minutes just by answering a few yes/no, multiple choice, and fill-in-the-blank type questions. For example, you can draft a standard will in less than 15 minutes. Then, building on that same data entry, you can create a living will, health care proxy and power of attorney just by answering several more questions. 
Not only do document assembly programs reduce actual attorney and staff time spent to produce documents, they greatly reduce turn-around time from start to execution, helping you meet client deadlines—if necessary, without staff! 

In the last year, many more firms have begun using integrated diary/docket/case management software. These programs use either flat or relational databases on the back end to manage and link the information and are thus categorized as database programs. With all database programs, you must establish the discipline of entering data If you are willing to take on this task, any case management or other specialized program will improve the quality of the legal services you deliver—and at a much lower cost. 
A recent entry in the database category is Time & Profit It is the first low price program that integrates all of the administrative functions of a law firm in a single platform: Calendar/Docket, Contact Management, Timekeeping/Billing, Accounts Receivable, Accounts Payable, Payroll, General Ledger and Report Writing. It has a Quicken-like look and feel and imports Quicken data to get started Data entered once can be used in all administrative functions! 
If you are looking for a full-featured practice manager, Abacus Law is in its 12th release and more powerful than ever. The 2nd release of the Windows program links to Timeslips, Hot Docs and your documents. It will schedule documents due on certain dates, remind you when they are due, produce the document on schedule and track the document as necessary. The calendar can automatically schedule related events such as filing jury fees and motions in limine. Simply calendar the trigger event (i.e. Trial), and related events will be added. If the Trial date changes, just change that date and Abacus Law will reschedule all related events. 
Abacus Law’s case management enables quick and easy review of various aspects of case status. This may include client and matter information, expert witnesses and the results of their testimony, judges, arbitrators and mediators before whom you have appeared. You will know what to expect when you go into court. Various add-on options enable conflict checking; workgroup scheduling; user-defined fields, screens and reports; templates in 20 areas; civil procedure timelines and fast track rules. Abacus can help clear that credenza of files behind you, and you will be able to instantly answer inquiries from your staff, clients and opposing counsel from the Abacus Law database. 
Amicus Attorney, is a practice information manager which includes a calendar, tickler, case manager, front-end time entry module, contact manager and telephone manager. It has a link to HOTDOCS, PC Law, Jr., Timeslips, Microsoft Word, and Corel WordPerfect. By integrating all this information in one database, it provides tremendous functionality not available with stand-alone programs. It goes a step beyond most case managers, reminding you to bill for each event and producing a time slip which either links directly with your timekeeping/billing program or can be imported into it. 
The interface in Amicus Attorney is simple. While most programs take a “data entry” approach, this one works the way you do in your practice. A file is created for each matter. Within that file are sections for people, notes, status reports, documents, summaries, to-do lists, appointments, phone calls and other categories, all cleverly linked to avoid duplicate data entry To-do’s, callback reminders and appointments appear on your calendar when needed, and special “DO” buttons automate a variety of functions to complete specific tasks instantly. Turn these events into a billable time entry with a single mouse click. The program constantly monitors what you are doing and whether you charge for it, allowing you to capture more billable time from existing work. The “office tool bar” functions while you work in any other program on your computer, giving you instant access to your Amicus Attorney database. 
If the above seems like more than you need, you can start much more simply with FLIP. This intake program creates an intake questionnaire for client and matter information. After you have entered the intake data, the system automatically prepares labels for file folders, rolodexes, docket sheets, file jackets, card files and mailing lists. The program comes with 100 die cut labels, 20 to a sheet (4 large labels, 12 folder labels and 4 mailing labels). FLIP includes automated lists of folder titles that you can customize. Folder labels are produced automatically by drawing the matter name and one of the automated lists of folder titles from the database. FLIP also prints a new matter memo and maintains a database of client information that can be sorted by Client, Matter, Opposing Counsel and Responsible Attorney, and retrieved on screen or printed. And the data you enter in FLIP can be exported to other software. 
The Windows version of FLIP has an additional fast memo feature. Send one of 12 standard memos, such as Document Enclosure, Court Date Confirmation, Filing or Recording Documents, or create unlimited custom memos.

T he success of case management databases has encouraged developers to look to other areas of law office automation. A promising area of productivity enhancement is corporate practice. Minute Man software keeps track of entity and client information, creates and manages documents (minutes, by-laws, asset sales and purchase approvals, consents, salary, bonus and other resolutions, loan docu-ments, etc.), keeps the entity calendar, automates the transfer ledger and keeps the entity address book. 
Another area where database programs are experiencing a renaissance is in the generation and printing of electronic forms. UCC KWIC DOC for Windows, uses a database to simplify the generation of UCC forms. The software prints all official UCC 1, 2 and 3 forms, in every US jurisdiction, including the new Transitional National Standard form and traditional “generic” forms. Once a UCC form has been created for one jurisdiction, the information can be transferred to produce UCC forms in any other jurisdiction without re-entering the data. Creditor names and addresses, asset descriptions, etc., are saved for later filings changes and terminations. UCC KWIK DOC also tracks UCC filings and reminds you when to file a continuation. 
Other productive electronic form programs that use a database engine are the BlumbergExcelsior Blankrupter software, which generates all the forms necessary to file a Chapter 7, 11, 12 or 13 Bankruptcy, and Blazer New York Law Form program. By using a database engine, information pertaining to a specific matter appears on every form after it has been entered the first time, potentially saving hours in repetitive data entry. Additionally, since the information is stored permanently in the database on the computer, paper copies of forms do not need to be kept on hand—they can be automatically regenerated as needed. 
Another successful marriage of electronic forms and a database is the Certified Mail Program. While certified mail may not be your headache, you can be sure it is for someone in your office. Certified Mail Software relieves the pain using a new label form approved by the Post Office. The program’s database lets you avoid retyping the name and address of the addressee and that of your firm. Repeat mailings can be produced instantly. You can easily recover costs from clients by using the journal report feature In addition, the unique file identification on the green reply form allows quick routing of the return to the proper file. The network version, Certified Mail Pro, enables you to scan the bar code on the return card and update a register of outstanding certified mailings. The network version also allows multiple people to immediately access the Certified Mail entry from different locations—a feature most beneficial to larger firms with a separate mailroom. For example, the sender can enter the addressee information, and the postage rates can be added later when the package gets to the mailroom.

I have mentioned a few widely used programs that I know well. Time & Profit ushers in a new level of integration. Abacus Law and Amicus Attorney provide easy but thorough solutions to managing your cases and law practice, and both now integrate with other programs to provide a total solution. FLIP is a very practical program that objectifies intake, speeds file set up and provides a simple but useful contact and case data base. Certified Mail Software provides a low cost solution to a specific law office task. The DL Document Assembly Libraries will make the greatest contribution to your bottom line if you are producing many transactional documents in your practice. Using such programs will lower overhead and improve service. 
We are reviewing several new software programs that promise substantial benefits for lawyers. CaseMap is an application for litigators that organizes and objectifies in sequential order all aspects of the case. It links dates, people, events, evidence, notes, and your evaluations of the strength and weaknesses of the different aspects of the case. The data is inputted contemporaneously with events, work, conversations, research, etc., so that a useful history develops over time. It replaces the bulk of years’ accumulation of yellow pad notes. By reviewing the data entered in the program, you and your staff can grasp the nature of the case quickly and easily. It also helps refresh your recollection of the case after a long wait for trial. The data analysis features include graphical views of collected information. You can quickly evaluate case status. This program does not replace your case management program; rather, CaseMap organizes the substance of the case. 
For attorneys handling transactional matters RapidDocs and the DirectLaw network, launched in England this past fall, expands the service capabilities and billing opportunities of attorneys. By linking a sophisticated document assembly engine, a free reader, like Adobe Acrobat, and an E-commerce web site, attorneys can make their standard documents available to clients and prospects for automatic downloading for a fee. For example, a client may download an employment agreement (containing appropriate caveats about the consequences of use without consultation), fill in the blanks with the parties names, addresses, salary, etc., and e-mail the document back to the attorney with notes about particulars that are unique to the transaction. This triggers a consultation and final draft of the document. A fee can be charged for the use of the form and the consultation. If the attorneys web site is marketed properly, potential clients will be attracted to the site. 
The RapidDocs assembly engine is intelligently constructed to make automating your documents a simple, logical process. It includes math calculation, automatic paragraph numbering and other features not available on competing programs. I anticipate that publishers will create documents with this engine that can be tailored by law firms and placed on the firm’s website. In England, one publisher is posting forms on its website and directing users to subscribing law firms that provide consultation services. 
These are just two of the programs we are reviewing. There are many more applications coming down the road that will prove useful to law firms.

There are many more excellent low-priced programs on the market. Gain the productivity they promise. It is more important to start using them rather than exhaustively searching for the best one. 
The cost of hardware continues to drop while the power of the equipment increases. It makes no sense to wait for hardware costs to come down further. The productivity gained now by employing the software reviewed herein and other legal software will more than pay for the cost of hardware in the short term. 
Law firms with big investments in firm-wide automation are slow to take advantage of new developments in legal software because of the administrative burden of managing a variety of programs in numerous departments. The Windows 95 platform has enabled developers to create powerful, easy to use legal applications for the small network and single computer. These programs have leveled the automation playing field and have created bottom line opportunities for small firms and solos.

Programs Mentioned In This Article
Time & Profit, BytePro Software; HotDocs, Windows, Capsoft Development, 800 500- DOCS; DL Drafting Libraries, Attorneys Computer Network; Abacus Law for DOS or Windows; Abacus Data Systems; Amicus Attorney for Windows or Mac, Gavel and Gown; FLIP, DOS and Windows; Blumberg Excelsior UCC KWIC DOC, DOS or Windows; Minute Man, Unabridged Software, 5 entity program or 500 entity program; Blankrupter Bankruptcy, Blumberg Excelsior; Blumberg Blazer Forms, Blumberg Excelsior; Certified Mail also available Pro Edition, Blumberg Excelsior 

Demonstration copies of many of the above programs can be downloaded from the Blumberg Excelsior website http://www.blumberg.com. 

*Information about these and other programs is available from Blumberg Excelsior, 800 221- 2972, Ext. 565 and 630. 

Robert H. Blumberg is an attorney, President of BlumbergExcelsior, Inc. and frequent lecturer at Legal Tech and various bar association technology seminars.