Ch4: Computer Information Systems

Question 1

“computer” [Computer Information Systems]

Answer 1

electronic device used for processing, storing, and retrieving text, statistics, voice, images, and other forms of data

Question 2

“Software” [Computer Information Systems]

Answer 2

set of instructions installed on a computer to process data for word processing, accounting, conflict of interest checks, litigation support, calendaring, communications, Internet research, and other applications.

Question 3

What department procures or assists in the evaluation, selection, and maintenance of computer equipment? Also subsequent staff training.

Answer 3

• Information Technology (IT) or Information Services (IS).

- or consultants known as systems integrators

Question 4

List a few important guidelines when selecting NEW computer equipment:

Answer 4

• Leasing equipment provides powerful protection against system breakdown and obsolescence and can offer tax advantages to some firms. Ask for a rental credit toward purchase.
• An 80 to 500 gigabyte hard disk is considered standard for a single desktop or laptop computer. Store files on the company network (or cloud) decreasing the size of the hard disk needed
• choose 17-inch or greater LCD monitors. A 22-inch widescreen LCD monitor has the same display height as a 19-inch full screen monitor.
• consider a networked system with centralized data storage.
• Build warranty provisions, system repair and support clauses into lease or purchase agreements to decrease the total cost

Question 5

List a few important guidelines for MAINTAINING computer equipment:

Answer 5

• Consider follow-up support several weeks after initial training. If training is not offered or is minimal, support will be required later to help fix problems due to the lack of early training. Training provides a good return on investment.
• Verify that support for new systems is available from the IT/IS department and/or Help Desk.
• Some type of virus protection must be a part of the final systems configuration.
• systems structure that allows for an appropriate frequency of system back-up is essential

Question 6

“compatibility” [Computer Information Systems]

Answer 6

the hardware a computer system uses, storage and processing capacity, the speed with which information can be processed, and the presence or absence of operating system software that will support a new application that may be needed

Question 7

List a few common arguments FOR replacing an older computer information system

Answer 7

• replacing an older system (typically more than five years old) is cheaper than trying to support the older equipment
• Reliability in an older system is much lower than in a new system, causing downtime, reduced productivity, and possible data loss
• A new computer can also be substantially faster, resulting in the ability to finish more work much more quickly

Question 8

what is a financial benefit of donating old equipment to a non-profit organization?

Answer 8

tax benefit

Question 9

The standard computer type for the legal profession:

Answer 9

Desktop personal computer (PC). Generally faster, more powerful, and less expensive than laptops

Question 10

cellular data modem or wireless card [Computer Information Systems]

Answer 10

Type of modem uses cellular networks to communicate. This allows remote users to communicate from virtually anywhere in the country, without WIFI access.

Question 11

“docking station or port replicator” [Computer Information Systems]

Answer 11

allows a laptop or notebook computer to be used as a desktop while in the office—including a full-size monitor, keyboard, mouse, and access to the firm’s network. When the lawyer is ready to leave, the laptop or notebook computer can easily be detached and transported.

Question 12

Attorneys can use ________ to work remotely during mediations, depositions, and trials.

Answer 12

A laptop.

Many firms have purchased a small fleet of laptops to lend to traveling attorneys.

Question 13

“Netbooks and subnotebooks” [Computer Information Systems]

Answer 13

lighter, smaller, and cheaper than notebook computer [which is smaller than laptop]

Question 14

PDA [Computer Information Systems]

Answer 14

Handheld communications device that include a calendar, datebook, name file, and freeform note pad. No cellular data

Question 15

Two major desktop printer types:

Answer 15

• inkjet: less reliable, slower, more expensive

- laser printers: high quality, fast, and quiet operation.

Question 16

Two options for on-the-road printing:

Answer 16

• Thermal inkjet printers (300 dpi printing and can run on rechargable batteries)
• a fax-modem to send documents to the nearest fax machine

Question 17

“peripheral” [Computer Information Systems]

Answer 17

Hardware connected to a computer i.e. keyboards, scanners, pointing devices, monitors, network adapters, and printers

Question 18

“Optical character recognition (OCR)” [Computer Information Systems]

Answer 18

scans documents and converts typewritten material into word processing documents. [Requires close proofreading]

Question 19

“pointing device” [Computer Information Systems]

Answer 19

Mouse, or other palm-sized device that allows computer users to point and click on a screen to give the computer commands. [Alternatively, trackballs are a stationary rolling ball mounted under the screen or attached to the side of the keyboard]

Question 20

“data projector” [Computer Information Systems]

Answer 20

connects to the video port of a computer and allows a user to project information onto a large viewing screen. Can be used with other peripherals such as remote keyboard or laser pointer.

Question 21

“Networking” [Computer Information Systems]

Answer 21

Connects multiple computers together, allowing shared access to applications, files, printers, and other resources. [It is common for programs to install program files on each local PC and then point to the network for the data files.]

Question 22

“VPN connector (virtual private network)” [Computer Information Systems]

Answer 22

allows users that are working remotely to securely connect through the Internet to the firm’s network

Question 23

“application” [Computer Information Systems]

Answer 23

a software program that runs on a computer

Question 24

Some features of word processing applications:

Answer 24

footnotes, automatic paragraph numbering, table of contents, cross-referencing, templates, tables with basic math capability, outlining, table of authorities, document comparison, and basic graphics

Question 25

"redlined" [Computer Information Systems]

Answer 25

Can compare files in various word processing formats and offer several methods for showing added, deleted, and moved text

Question 26

"Document assembly programs" [Computer Information Systems]

Answer 26

provides a streamlined approach to creating documents through a simple data entry format. The software contains the text, the operator chooses paragraphs to use, and the program prompts further responses.

Question 27

"document management system" [Computer Information Systems]

Answer 27

collection of documents on a network which stores information (e.g., author, description, date created, client and matter numbers) in a document profile. [A document management system also allows the user to control who has access to documents, track the history of the document, and create new versions for comparison purposes].

Question 28

"Spreadsheet software" [Computer Information Systems]

Answer 28

allows data to be organized in a series of columns and rows, to perform mathematical computations

Question 29

"Visual presentation software" [Computer Information Systems]

Answer 29

allows the development of slide-show style presentations with animation, graphs, tables, or pictures, backgrounds. [might also be used to create full-color graphics for applications other than slide shows such as Prezi]

Question 30

"contact management systems" [Computer Information Systems]

Answer 30

allow the entire firm access to client contact information, such as addresses, contact persons, telephone numbers etc. [They may also contain basic file information, such as client/matter names and numbers]

Question 31

Three major benefits of computerizing accounting functions:

Answer 31

- elimination of duplicate efforts, - processing of large amounts of data quickly and accurately - availability of up-to-date firm financial information

Question 32

T/F/: In small law offices, accounting systems may run on a desktop computer. In larger firms, accounting systems generally run on dedicated servers.

Answer 32

True

Question 33

List a few information input sources for automated accounting systems:

Answer 33

- lawyer or paralegal records time spent on matter - disbursements (photocopies, telephone charges, postage, etc) inputted by support staff or accounting - accounting clerks post accounts payable and cash receipts from their workstations

Question 34

"Automated cost recovery" [Computer Information Systems]

Answer 34

allows long-distance telephone calls, faxes, copying to be billed directly to the client or matter. [can be built into existing computerized systems or can be accomplished by use of an add-on unit that forces entry of client and matter information before copiers or fax can be used.]

Question 35

"Lawyer diary or time record report" [Automated accounting systems]

Answer 35

prepared by each lawyer and reflects time record information submitted during a specific time period. [Used by the timekeepers to verify billing has received all time records and time has been charged to the client and matter.]

Question 36

"Delinquent time report" [Automated accounting systems]

Answer 36

Purpose is to provide a record of individuals who have failed to submit time records. [Permits the attorney reviewing a bill to know whether all chargeable time has been recorded for the matter]

Question 37

"Lawyer time utilization (time analysis)" [Automated accounting systems]

Answer 37

presents a picture of the workload for each timekeeper and the area in which time is spent. [helpful in determining which lawyers may be overworked/underworked]

Question 38

"billing memo (or prebill)" [Automated accounting systems]

Answer 38

varies with software. might list unbilled time entries chronologically by fee earner, including a narrative description of services rendered, unbilled disbursements, some form of billing history, and unpaid billings. It also provides a formatted area for the lawyer to indicate billing instructions, write-downs or write-offs, and billing fee allocation instructions.

Question 39

"Client bills" [Automated accounting systems]

Answer 39

The best software packages offer numerous format options for producing final client bills directly from the computer with varying levels of detail.

Question 40

"Billing realization report" [Automated accounting systems]

Answer 40

Measures the difference between the fees that are billed, and the dollar value of the time covered by the bill calculated at some standard rate (either a lawyer or client rate). [measures the profitability of matters and clients and can indicate profitability by area of practice.]

Question 41

"Aged unbilled work-in-progress (WIP) report" [Automated accounting systems]

Answer 41

normally prepared by client and matter listed by the responsible lawyer. The report shows total unbilled fees and disbursements and then breaks the totals into aging categories, i.e., 30, 60, or 90 days. [alerts the billing lawyer that time is getting old and should be billed or written off]

Question 42

"Summary of aged work-in-progress report" [Automated accounting systems]

Answer 42

summary of aged work-in-progress report highlights which responsible lawyers have large amounts of time building up by aging categories i.e., 30, 60, or 90 days. [can question why time that is getting old is not being billed]

Question 43

"Aged accounts receivable report" [Automated accounting systems]

Answer 43

summary of matters that have already been billed but have not been paid. [can show collection problems and also show a slow-down in the turnover of accounts receivable, which could result in cash flow problems]

Question 44

"Reminder statements" [Automated accounting systems]

Answer 44

the capability of automatically preparing a follow-up notice (reminder statement) each month on any outstanding bill

Question 45

"Client-matter listing" [Automated accounting systems]

Answer 45

reflects all matters that are in the accounting database, showing client, name of the matter, numerical identification for client and matter, responsible lawyer, date matter was opened, matter status etc.

Question 46

Some of the features that can be important in billing software may include:

Answer 46

- show outstanding work-in-progress - Automatic allocation of write-ups and write-downs to billing lawyer - Selection of what to bill by various categories - Ability to create a demand bill without first generating a work-in-progress item - Custom billing formats - review data in either summary or detailed form

Question 47

"bar-code technology" [Computer Information Systems]

Answer 47

A large computer-generated label with info and a bar code is affixed to every file folder. A bar-code wand reads the bar code to record the location. [One of two common types of Records management systems used to maintain the location of all files.]

Question 48

"RFID tags" [Computer Information Systems]

Answer 48

a small microchip is affixed to each file folder that can be read by passing near a scanner using radio waves. [One of two common types of Records management systems used to maintain the location of all files.]

Question 49

"Database software" [Computer Information Systems]

Answer 49

programs are used to enter, organize, store, and retrieve data. [One of two common types of Records management systems used to maintain the location of all files.]

Question 50

"Metadata" [Computer Information Systems]

Answer 50

Shows changes made throughout the life of a document, including who made them, and when they were made.