It is time to review that most troublesome aspect of business computing - Networks.

Network disruptions cause the majority of computer lockups/crashes and database corruption issues. Power disruption can trigger network disruption so be sure you have adequate battery backups in place before assuming the network is the culprit.

First of all, WHAT is a network?

Basically, it is a party line for computers. Think of it as a conference call between all of the law office computers all the time. That way, all of the computers are listening in case another computer needs to talk to it. One of the computers is called a server and the other computers are called workstations or clients. The two common types of networks are peer to peer and client-server.

A peer to peer network is closest to the conference call model set out above. The peer to peer “server” is not a true server but merely a workstation which is called a server for convenience. This computer is generally known as a ‘designated’ server. The primary benefits of a peer to peer setup are simplicity and low cost.

A client-server setup utilizes a true network server, not a workstation (compare a car to a truck for regular use hauling heavy loads), which is not used except for administration of the network itself and file sharing. Most people are unaware that there is a very real and tangible difference between a true server and an ordinary workstation.

It controls the permissions and security of the network to a much higher degree than in a peer to peer setup. The workstations log in to the server and the server “tells” the workstation what it may and may not do. The primary benefits of the client-server setup are more powerful capabilities, higher transfer speeds, far greater reliability and vastly enhanced security. The enhanced reliability and security make this a much better choice for most law offices.

WHO could benefit from a network?

Every modern law office with two or more computers.

WHEN should a law office move to a network?

Immediately upon purchase of the second computer.

WHY should I spend the time and money to install a network?

Because it will save you more time and money than it costs.

Networks offer certain three primary benefits such as:

the ability to share information or collaborate,

the ability to centralize information, and

the ability to centralize resources.

We will cover each one of these benefits separately. First, let us set up a typical scenario for our law office. Suppose an attorney is handling a personal injury case and is currently in settlement negotiations with the adjuster. The adjuster made an offer of settlement to the attorney on Tuesday afternoon which was neither accepted or rejected at that time by the attorney and client. While the attorney was at the courthouse the next day the adjuster called back and changed the offer significantly. The secretary/paralegal took the call and made a note of the new amount. Later in the day the attorney returned to the office and received a call from the client stating that, after due consideration, the offer seemed acceptable and to agree to the original amount. The attorney then calls the adjuster and, unaware the offer has changed, either is embarrassed or, even worse, makes a statement that the client will accept the last offer without specifying the amount. Now let’s look at how to avoid the situation with both paper and network based systems.

Sharing Information

Let’s start with the ability to share information. This is commonly referred to as a collaborative model of business operation. One of the advantages of a network is the ability to use shared databases of information.

In our above scenario, a case management program would have allowed the secretary/paralegal to enter the new information under the client’s file. Since this is a shared database, the instant the information is added to one computer, it is added to all computers at the same time. Consequently, the attorney would, as a matter of course, always check the client file to find out if any new information has been added by another member of the firm. He would see the notes from the phone call detailing the change in the offer amount BEFORE he called the client or the adjuster and everything would have proceeded smoothly.

Another scenario might be to suppose an attorney has dictated a legal document, like a complaint, for the secretary to type and it has been keyed into the computer. Now the attorney wants to review the information before it is printed out, executed and filed.

Without a network, the complaint must be either placed on a floppy disk or printed out and then re-typed before the information can be transferred to the attorney’s computer for review. The attorney reviews the file or the paper and makes corrections, then gives either the floppy disk or the marked up paper back to the secretary to be printed out. The time it takes to accomplish either of these alternatives is administrative overhead.

If a network was in place, then the secretary would simply let the attorney know that the document has been created. The attorney would then go to the predetermined place where documents for the law office are stored. The attorney would then open the document on his computer and review it, making whatever minor corrections necessary. Then he tells the secretary that the document is ready for printing. The secretary goes to the saved document and prints it.

Centralizing Information

The next benefit is the ability to centralize information. This complements the networks enhanced ability to share information. When the secretary copies the file to the floppy disk, now there are two copies of the document in existence. One on the secretary’s computer and one on the floppy disk. If the attorney copies the file onto his computer, a third copy springs into existence. The secretary places the floppy disk in the computer and opens up the document and prints it out for execution. Uh-Oh! The file names were the same on the floppy and the hard drive and the secretary accidentally told the computer to print out the older, un-reviewed copy. We just left out a party and forgot to ask for punitive damages.

I think it is inherently obvious to all attorneys that multiple copies of the same document in differing stages of preparation is something to be avoided. Otherwise, the final draft may not be what gets printed out, executed, and filed. That would be a bad thing, rhymes with pal-mractice.

On the other hand, a network which had a designated location for all client files on the network server and an office policy or document management software that prohibited copies in any other location would prevent this from happening. The only copy of a document besides the one on the server is the one on the backup tapes.

Centralizing Resources

The last major benefit of a network is the ability to centralize resources. Centralization will allow the law office to lower its computer workstation costs, enhance security, and provide additional capabilities.

The lower cost comes from a variety of factors. The majority of information and programs will be installed on the server. This means that the workstations can use smaller hard drives which cost less. Also, the server will be handling a lot of the processing load. This allows the workstations to use lesser processors for a longer time. Network software costs are generally lower than multiple copies of standalone programs. All of these factors help to lower the workstation costs by requiring only one high cost server instead of high cost workstations.

Security is enhanced by keeping the information in one place and setting up password protection in order to access it. Client confidentiality requirements and concerns will continue to grow as more of client’s confidential information is kept on the computer. As stated earlier, the enhanced security of the client-server network makes it a better choice for most law offices.

Additional capabilities include interoffice e-mail, intranets, network faxing, network internet access, sharing peripherals such as printers and scanners, etc. All of these functions are targeted at either communication or information transfer. Because these are the two most basic functions of a law office, the value of these capabilities should not be underestimated. After all, if you are going to the expense of installing a network, why not make full use of its potential.

Network Basics

Here I would like to introduce the network neophytes to some of the jargon tossed around when discussing networks. Once you understand the terminology it is much easier to conceptualize what occurs in your computer system.

If you feel any trepidation then simply remember first year Real Property class in law school. It worked the same way.

First, network wiring. There are two wiring schemes in widespread use today, 10 Base-T and 100 Base-TX. The primary difference between the two is the volume of information (i.e. data) which can be transferred. Although there is no difference in speed, 100 Base-TX allows the network to transfer a greater flow of data in the same period of time.

Consider 10 Base-T to be a pickup truck and 100 Base-TX a semi-trailer truck. Both are carrying books down the highway at a speed of 65 m.p.h. Although they are moving at the same speed, the semi-trailer truck will deliver more books in the same length of time because it can carry more books on each trip. The computer term used to define this data transfer rate is called bandwidth.

The entire network should be 100 Base-TX capable. 100 Base-TX requires no less than a Category 5 (Cat 5) rated UTP (Unshielded Twisted Pair) cable. The cable is composed of eight wires twisted around each other in pairs, i.e. four pairs of twisted wires. The number 5 refers to the number of twists per inch. The wire can be shielded or unshielded, unshielded is more common.

A NIC (Network Interface Cards - RJ-45) is the card inserted into the computer to which the cable connects. An RJ-45 connector looks very similar to an oversized modern phone jack.

A Network Hub allows all of the components to be connected together. The places where the cables are connected are called ports and it can be purchased to accommodate 10 and 100 BaseT configurations simultaneously. A hub which will automatically switch between both is called AutoSensing.

A Switch works much like a hub but manages the conversations between computers much as a traffic light manages the vehicles traveling through an intersection.

If you have questions or comments, please feel free to contact me at lcumbie@cumbieloac.com.

Lee D. Cumbie is the founder of Cumbie Law Office Automation Consulting, Inc. He is also an Adjunct Professor of Law at Campbell University where he teaches the Law Firm Computer Lab course. Lee is also the current Chair of the Law Practice Management section of the North Carolina Bar Assn and is licensed in both N.C. and S.C.

Lee earned his B.S. degree from Regents College after honorable discharge from military service. He earned his J.D. from Campbell University, cum laude, in 1997.

(I didn't know if you needed any bio information or not.)