Deck 14: Appendix

Question 1

You are the law librarian for a firm that is growing. The firm is running out of room. It would like to have its state reporters on CD-ROM or online. You have been tasked to determine which method is best for the firm. Research the advantages and disadvantages of each method, including the cost of each, so that you can present your findings to the executive team for a decision. Treat this assignment as if you were really working and prepare your findings in a professional and presentable manner. Your job could depend on the quality of your work.

Answer 1

Case summary:
Mr. Y is working as a law librarian for a growing firm and as the firm is running out of room, the firm has to decide whether to have its state reporters on CD-ROM or online. Mr. Y is given a task to find the merits and demerits of both the options so that the firm could make best decision.
Legal knowledge and information are accessed by attorneys and legal assistants using law library wherein the books and regulations of law subject is maintained and provided to the required people.
Solution:
By storing legal data related to cases on CD-ROM could be beneficial because CD-ROM stand for the compact disk read-only memory. It is a disc that is capable of storing information which could be displayed over computer. The amount of information that could be stored at CD-ROM is more than 200,000 pages of text and information in a single disc. The disc is also capable of storing information related to the housing volumes of books in voluminous amount without space considerations.
While, the demerits could be that the law firm could not make desired changes or amendments to the stored files at CD-ROM as it provides only a readable platform.
And, the merits of storing information at internet could be that with the advent of internet, all kinds of data and information could be viewed and retrieved by individuals within few clicks over computer. This has made information generation quite easy and approachable. While, the demerits of this type of storage is that the privacy and confidentiality of the law firm's data is lost and exposed to the world.

Question 2

Why is it important to classify files?

Answer 2

During litigation, lawyers of plaintiff and defendant have to file various documents at the court on specific dates so that all the formalities could take place smoothly and without any delays. And for this the files needs to be classified effectively so that required file could be retrieved easily.
Classification of files stand for the process wherein files are divided and separated into categories. It is important to classify files because effective filing of the files prevents complexity of working over these files and the formalities that are needed to be completed on these files are undertaken properly.
The kind of file classification that a firm is holding should make certain sense to the firm and to the employees who are going to use these files for case proceedings. Classification of files provides for better management of clients and reduces time wastage of the firm. Properly classified files prevent disclosing of confidential information to outside parties and improper individuals making file classification must for the law firms.

Question 3

Administering conflict of interest checks is important to ensure that an attorney is not violating any ethical rules. Why might a client not want his or her former or current attorney, or the attorney's firm, to represent an adverse party in a new matter? Research online for the various software programs available for conflict of interest checks. What are the benefits of using these software programs?

Answer 3

Conflict of interest stand for the jeopardized or confusing situation wherein an individual or a law firm is not capable of selecting the correct option and take wise decision.
It is mentioned that administering conflict of interest checks is very important so as to ensure that an attorney is not violating any ethical rules. A client might not want his former attorney or the law firm to represent an adverse party in a new matter because this client had been once previously served by the attorney which has made attorney to know quite delicate and confidential information about the client and the strong and weak points of the client that could be misused by him in winning a case against him by representing the opposing party.
The various software available online for conflict of interest checks are CICERO, CaseFox, Client Conflict Check, Geni Law Office Software, GoMatters, Intapp Open, LawTime, etc. These softwares provide for the guidance in undertaking legal actions and legal services in compliance with legal and ethical rules and regulations.
The benefits of using these sofwares is that the law firm and attorneys do not have to face dilemma and confusing state in providing legal services to the clients. These softwares will facilitate the law firm in taking correct action and decision in providing legal services to the clients.

Question 4

What is a coding system?

Question 5

Sam works as a paralegal in a small law firm. The firm consists of four attorneys, two legal secretaries, and two paralegals. Files are kept throughout the office. The attorneys have a bad habit of not returning the files to their proper location. Sam often finds he spends a lot of his time trying to locate files and track down information. What organizational techniques could be incorporated by the firm that would ensure better order?

Question 6

What does document management software do?

Question 7

Attorney is a civil attorney handling real estate transactions and family law. For the last four years, he has been counsel for Harris, a successful businessman. Seven months after firing Attorney as his lawyer, Harris and his wife decide to file for divorce. She seeks to hire Attorney as her lawyer for the divorce. What potential conflicts of interest issues are raised by Attorney accepting the representation of Ms. Harris in her divorce?

Question 8

What is a preclient?

Question 9

After three years of litigation, Attorney reached a settlement with the opposing side. He transferred the funds to his client, paid all the debts that arose from the case, and boxed up all the documents related to the case. What responsibilities and duties are imposed on Attorney regarding the storage of the case materials?

Question 10

What is a decentralized law library?

Question 11

What are the two primary computer-assisted legal research services?

Question 12

How much information can be stored on a CD-ROM?

Question 13

You are working in a small law firm that is deciding what type of file coding system to establish as the firm grows. The managers have tasked you with setting up mock files using four types of file coding systems so that they can see visual depictions of how each type of coding will look and be used. Set up complete files with examples of information that might be contained in each using the following coding systems:
a. Alphabetical
b. Numerical
c. Color
d. Bar

Question 14

What does a person have to be careful of when researching on the Internet?

Question 15

What are the types of filing systems?

Question 16

You are working for two partners who recently merged their solo practices into one. They need to set up procedures for file management issues. Write procedures about how to do the following so that the firm can review them:
a. Opening a file
b. Closing a file
c. File organization
d. File tracking
e. File storage procedures
f. File destruction procedures

Question 17

What is control access?