This is the heart of the computer as it controls the speed at which the computer can process computing function. For mere word processing, it is doubtful that the needs of the lawyer cannot be served by any of the processors presently in the computer stores. It is only when one looks to simultaneous operation of programs (multitasking) and technologically complicated programs (for example voice recognition) that the speed of the processor becomes a real factor. The CPU speed might be analogized to the speed at which you think (not necessarily the capacity of your short or long-term memory which in computer terms are represented by the amount of random access memory (RAM) and hard disk space, respectively).

If you are considering voice recognition, consider Pentium IV or Athlon CPUs (or their equivalent) as these have been engineered to work with voice recognition technologies. Common these days are CPUs having a “thinking speed” of 3.0 GHZ or more. The bleeding edge as of June 2005, will take you beyond 3.5 GHZ. At this time don’t settle for less than 2.5 GHZ. Special Pentium processors for laptops use less power (and therefor give longer battery life) and have processing speeds of 1.6-1.8 GHZ.

This component is ordinarily provided by memory chips which are fitted into the computer. Most computers currently come with a minimum of 256 MB of RAM. It is recommended that you consider upgrading to not less than 512 MB of RAM. The size of your computer’s RAM is equivalent to the amount of information that you are able to keep in your brain’s short-term memory without having to go back to and refer to notes in a file. Not only is the amount of RAM important, so too is the speed of access. When computer information is loaded into and stored in its RAM memory, it is instantly available to the processor without having to seek out information stored in files (which will, obviously, reduce the speed at which the computer processes information). Be aware that there are different “kinds” of RAM (SDRAM, RDRAM) and some computers use proprietary RAM components. Check carefully BEFORE you buy as to the price and availability of RAM upgrades.

Each time a program is loaded and remains running, it uses RAM, and therefore if you are planning on concurrently running a word processing program, a contact management program, and a voice recognition program, it is obvious that you will need to provide far more RAM than if you are simply doing word processing. If you are considering doing multiple applications, check to ensure that the computer memory is expandable to accommodate as much RAM as you may reasonably need. Given the size of current operating systems and programs, it is advisable to consider between 512 MB and 1 GB of RAM, but look for a system which is able to accommodate more than that. Also be careful of processors which share RAM for Video memory... they can cut down processor speed and capacity.

This is your computer’s filing cabinet, the place where it stores your information. It also stores the programs which are necessary to retrieve, modify, print, and transmit these pieces of file information. The size and number of programs that you will operate will dictate in part the amount of hard disk space that you require as well the number and size of files you store on an ongoing basis. Given the cost of hard drives and the increasing size of new programs and updates, you should consider the largest hard drive possible, or alternatively adding a second hard drive to allow for storage of information or backup information. A minimum hard drive is in the 40-80 GB range and 120-200 is recommended.

If your hard drive has not been replaced within the last 4-5 years buy a new hard drive ($150- 200) and copy your present HD to it; you will likely find the excess storage space to be needed and should the old drive crash, you have a backup of its operating system. Consider this expense as insurance “insurance”.... as most insurance policies exclude the cost of restoring data onto hardware damaged or lost. Another solution for the storage capacity crunch is an external hard drive which connects to the computer through a USB or parallel port. These external drives can obviously be used to transport files and data from portable computers to home or office desktops or can easily be used for backup storage.

Standard are 3 1/2" diskette drives. These disks store 1.4 MB of information, and although feasible for transferring small files from computer to computer, if you are attempting to transmit large files, you will find their capacity inadequate. These floppy disk drives usually are standard on desktop computer, but may be optional on laptop computers. As an alternative, consider a Super Drive (see H. below). Many new systems do not come with a floppy drive, so if you are converting a system over and you have information on floppies, either copy them onto your hard drive first, or have a floppy added to your system via a USB port or otherwise.

This kind of disk drive reads both data and audio CDs and is used to retrieve information stored on compact disk media. A CD will hold approximately 650 MB of data or approximately 72 minutes of audio sound. As most programs are distributed on CD, and as digital recordings of court proceedings will likely, in future be made available on CDs, it is important that your computer have in it or attached to it a CD Rom Drive. The common operating speed of a CD Rom Drive is from 24x to 40x.

These drives not only permit your computer to “read” a CD or DVD (as the case may be), but also to “create” a CD or DVD which can be accessed from any other computer with a CD or DVD Drive. This technology is called CD-R or DVD-R technology as the disks created can only be “read” and once created cannot be re-used.

Read-Write technology (RW) also allows the creation and use of re-writable CD’s or DVD’s which can be used in the same manner as a very large floppy disk by other computers with equivalent RW drives. This technology is very useful in creating backups of large files or information. This technology is also useful in creating a CD containing precedent or file information which can be accessed from a portable computer with limited hard disk space. Although available as external components (simply attached by cable to the back of a desktop or laptop computer), most commonly, this technology is built into a desktop case. RW drives are available in DVD format which will allow 6 gb of data to be stored on a single transportable disk. The cost-benefit of this solution has improved dramatically in the past year with a DVD-RW retailing for approximately $180.00.

Although physically similar to an ordinary CD, digital video disks are capable to containing far more information that a conventional CD and can, for example, contain the entire video and audio portion of a two-3 hour movie. DVD Drives also act as CD Rom Drives and will read (but not write) conventional CDs (both data and audio). See discussion in F above regarding DVD-RW technology. If a new computer is being purchased, it is advisable to include at least a DVD drive in the set up, or a CD/DVD Combo drive which will both read DVDs and RW CD recordable media.

These drives are like floppy disk drives in that they store information on special 3 1/2" diskettes which will store between 80 and 250 MB of information depending on the model of Zip drive and 120 MB in the case of a Super Drive. A Super Drive also acts as an ordinary floppy disk drive and will read and write to standard 1.4 MB diskettes. These are feasible alternatives to the USB flash drives for movement of small amounts of data from one computer to another, the drawback, however, is that both computers must have the same hardware to read from/write to such media and such media do not hold nearly as much information as flash drives or CD/DVDs.

These are small devices about the size of a cigarette lighter which attach to the USB port on any computer that allow for compact and highly portable data transfer. Although re-useable, these are quite costly compared to the cost of burning a R/W CD on a CD Burner. They will store 64 MB-2 GB of data. The cost for a 128 MB USB Drive in the $30-40 range.

Even as a solo or home office lawyer, you may find it important to set up a “network” to allow sharing of printers, modems, and other components. In order to connect to a network, your computer must have a Network Card. These communicate at speeds of 10 MB per second or 100 MB per second. Most cards will communicate at either speed. Most desktop CPUs and most laptops come equipped with Network Cards or built in network capability, however for laptops the addition of this technology can also be provided by a separate installable card about the size of a credit card (a PMCIA card).

To link the computers together you need a “hub” into which all computers are connected. Where you wish to share a single internet connection you will also need a “router”. Many companies make a combined unit for small networks which are both hubs and routers. (Sonicwall, DLink, Linksys). Study carefully the security settings and firewall capabilities of such units as you do not want to inadvertently expose all the data on your network to the prying eyes of those who might wish to hack into your network.

If you are considering a wireless network solution be aware that there are special network cards required and special security considerations to be taken regard of. A wireless network router can also be used for hard-wired computers to create a small network of wireless and “cabled” connections. Wireless networks have differing speeds for communication and different security capabilities. The most secure and fastest protocol presently is standard 801g. Security settings on wireless networks are far more complex than on a wired network. If are considering wireless for your practice it is recommended that you hire a skilled consultant to configure your wireless network.

Most laptop computers come equipped with a Fax Modem to allow for dial up connection to the internet. (Dial up modems on desktop computers are rarely standard these days and are an add on for most office computers which are standardly configured with network cards.) Standard are 56K modems. These Fax Modems, when connected to an analog telephone line, permit you to send a fax of information contained on your computer’s hard drive to a fax machine, or to receive a fax from someone else. Fax Modems connected to a telephone line also provide the feature necessary to utilize the autodial features used by some contact managers.

This is a drive either housed inside a desktop computer or attached by cable to a laptop computer which allows a computer user to store large quantities of data onto a magnetic tape. This kind of medium is suitable for doing “backups” of large hard drives, however as you can only read the tapes created on another tape drive, it is not the best way of communicating information between computers. Versions of Windows prior to ME, 2000 and XP came with backup software, however this is no longer the case and such software needs to be separately purchased (see 12 below).

These have a ball on the underside which controls the curser movement together with two clickable buttons on the upper side which control computer function. In these mice the internal ball rolls against two wheels which communicate the location of the mouse/cursor to the CPU; these wheels tend to pick up dirt, lint and dust and must be cleaned frequently.

This is the same as an ordinary mouse except that between the two mouse buttons, there is a rotating wheel which allows a user to “scroll” or move down a computer window without having to physically move the mouse.

This mouse may have all of the features of a scrollable mouse, except that there is not a “ball” on the underside to control movement. This is done electronically. This reduces the maintenance requirements of the mouse and in the 3+ years that they have been in the marketplace, optical mice appear to be gaining a larger market share.

Rather than being connected to the computer by a cord, these communicate with the computer via an infrared sensor. The devices come with various features.

These “mice” are controlled by the user moving a ball which is on the top of the mouse; they require more dexterity to use, but because one does not have to move the mouse to roll this ball, the mouse reuires less physical space and movement to use.

In addition to a “conventional” mouse, there are also pointing devices such as touchpads and “eraserheads” which are common on laptop computers. There are also other kinds of tablets which can be attached to a computer. Either a touchpad or an eraserhead tend not to have the degree of fine control which a mouse does, and repeated use over an extended period of time may be frustrating for some users. When selecting a laptop, try or even borrow a computer having an eraserhead or a touchpad and see which you prefer before you buy. There are a few computers on the market which are built containing both kinds of curser controls (IBM, Dell and Winbook).

When you are making a presentation from a laptop you may not always like to be sitting near your laptop as you change slides. Various manufacturers have come out with portable “mice” which will allow you to control the slides in a presentation from a distance of up to 25 or 30 feet.

Here you have two basic choices, whether to go with the business standard and more expensive Microsoft Office Suite of applications (word processing, spread sheet, and presentation software) or go with the legal industry standard and less expensive Corel (Word Perfect) Suite of products. Each product is in constant development and evolution (Office 2003 and Corel Office 12) Your choice of software will depend in large measure on what your clients use and what software you and your staff (if any) are comfortable using. With each new release of either program, you will see similar features incorporated. As for converting from one family of programs into the other, there are relatively decent conversion programs available to allow the user of only one kind of program to translate products backwards and forwards between other applications. For those to whom “reveal codes” of Wordperfect are fundamental, products like CrossEyes add reveal codes within MS Word to allow for format recognition.

The key element for any user of software, and particularly the user of these “base” applications, is training whether that training is provided by the user working through a tutorial program on-line, attending at a computer centre for a training course or logging onto an interactive web-based training program.

NOTE: Without training in the use of these programs, the sole/home/mobile lawyer is at a substantial disadvantage.

There are a variety of generic industry programs available to keep track of client information, calendar, time inputs, etc., however for the money, consideration should be given to one of the legal specific programs. The current dominant players in this market are Amicus Attorney and Time Matters. Dexco, Abacus Law and Integra also appear to have some presence. Pro Law also adds an integrated function with its own accounting software, however its use in Canada at this point is limited.

Especially important for the solo and home user is the ability to keep track of both office as well as trust transactions. Depending on the nature of the lawyer’s practice, it may be possible to keep the trust portion of the accounting function non-computerized, however the advantages and relatively low cost of computerized accounting to keep track of general office expenses would seem to dictate the utilization of a financial accounting package.

There are packages which are tailored to the legal industry and which integrate with the timekeeping functions of a case management software application. Commonly in use in Canada are PC Law/PC Law Jr., Dexco, Integra Office Management System and Esi-Law. If keeping track of time on files is not important to the practice you have, then Quick Books or Quicken may be the only software you need, and often a version of these will come loaded with your computer for free when you purchase it.

Particularly for the mobile lawyer or the lawyer who likes to work from home, the use of software which allows you to communicate back to your office and obtain file information or to transfer information back to your base office and to printoff information there can be an important feature. If you are a solo practitioner, the same software can allow you to keep your practice files on your office computer but access them from your home computer or laptop while travelling to a client’s place of business. PC Anywhere, GoToMyPC, PC Telecommute, and Lap Link are products which allow you to communicate in this fashion. This software installs on both the base computer and the remote computer and can, in conjunction with the other hardware, allow for the creation of a virtual private network (VPN) “on” the internet. If you wish simply to transfer a file or have immediate written communications back to your office, the use of a program like ICQ or AOL/Yahoo/MSN Messenger will allow you to communicate back to your office and to send and receive file information. These latter programs are all free and can be downloaded from the Internet.

For the solo practitioner who has a secretary or for the home based practitioner whose family may have a second computer for other uses, it is recommended that a network be installed to connect these computers. This allows each of the computers on the network to share information, peripheral devices, or even internet connections. In order to set up a network, the computers must be attached to the network using an ethernet card and a cable which is plugged into a network hub. There are solutions which use infrared technology to connect computers to a wireless network and also systems which use ordinary telephone cable to connect computers in a home or small office environment. Major players in this area are 3 Com, Linksys, D-Link, and Intel. Security is a concern in the use of wireless networks by law firms and users contemplating such application would be wise to retain an expert networking consultant.

Products of the past, which allowed sharing of dial up internet connections including Web Ramp, i.Share, Sygate SoftRouter, WinGate, and WinProxy are nearly extinct in the legal marketplace. Various hardware solutions provide both firewall and proxy service solution for a small network (e.g. Sonicwall, D-Link, Linksys) – these are called internet “gateways” and allow users to share a single high speed internet access point whether it is an ADSL Modem or a Cable Modem.