There are several major technological tools that we have implemented at the firm. The first was the development of the Primafact software. We had investigated a number of different types of document management systems and found that each one of them had strengths, but was lacking in one way or another. In response, our computer consultants, Nick Gorham and Karim Jinnah, undertook to create a document management system that was uniquely designed to meet the challenges of personal injury litigation.
With Primafact, all documents received by our office are scanned into a central database so they can be accessed "online" simultaneously by everyone working on the case. This is particularly important during file review meetings when it is necessary for 5 or 6 team members to be able to view the same document at the same time. Once the documents have been scanned, they are stored in a paper file, but are rarely looked at again. The scanned documents are organized in a binder view so it can easily be determined what documents have been received. It is important not to underestimate the convenience of having all of your documents available electronically. No longer do our lawyers travel to discoveries with a pull cart and banker's boxes in tow. The entire file is simply downloaded onto a laptop. Having the documents available in electronic form also means that every file in the office is always accessible, so long as an internet connection is available.
A second technological tool that we have implemented is a Practice Management software application from Lexis Nexis called Time Matters. Time Matters allows us to organize and share information firm-wide, both in and out of the office. For example, Time Matters provides firm wide centralized calendars, allowing assistants to manage schedules for lawyers and avoid conflicts when booking meetings. Other useful features provide us with centralized management of the firm's contacts, document production and document generation. In Time Matters, all information is presented from a client perspective. This makes it easy to track all critical information about a file, such as parties, key dates, correspondence, meetings, limitations, documents etc.
Citrix Server is a tool that allows for remote access to the office. This allows our lawyers and staff to connect easily and securely to our office computer systems from anywhere in the world as long as there is internet access. This means that key programs, such as Time Matters, PCLaw, Word and Primafact can be made available to our team just as if they were sitting at their own desks in the office no matter where in the world they may be. We are in the process of adding two new technological tools - the latest generation of voice recognition software and a digital dictation system. It is hoped that these two new tools will add to the performance and convenience that we have realized with the technology already in use.