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Back to William H. Skeels, IV Articles
THE IMPORTANCE OF CENTRAL DATABASES TO THE LAW FIRM
Much is written about information overflow in the modern law firm and corporate legal department. Increasingly, the firm
or department has an abundance of significant information available somewhere, but finds that it is difficult as a practical
matter to access and use the information to manage the firm or department or to gain an advantage in some area of
substantive practice.
Consider the typical situation where information about clients and matters is maintained in a variety of paper and digital
forms, ranging from desk calendars, traditional paper files, word processing files, information in computer databases such
as accounting, calendaring, billing systems, document generators, real estate forms managers, litigation support programs
and other typical forms. The attorney or paralegal searches through these many separate locations to get to critical
information, with the result that use of data is inconsistent and time consuming. This not only wastes time in the
performance of required tasks, but acts as a deterrent to using the firm's information in a more efficient and strategic
manner.
I. The Solution - Consolidating Information into a Centralized Networked Database
The value of consolidated information is most clearly illustrated by use of a consolidated database of information
concerning clients, their matters, and other firm / department information. Why is this the case?
Access to, and use of, information about the client and the firm or department's internal information is made easier and
clearer. The single most significant factor in gaining that clarity is that centralization permits relatively uniform methods of
entry and view of information. This makes the system friendlier and easier to learn, lowering error rates and user
frustration. The effect on the organizational maintenance of the system is dramatic as well, allowing the system to be
operated by non-programmers. Note that this does not mean that such users need not be educated; training is still a key to
successful system implementation of any kind.
The easy, practical use which is enabled through these techniques makes the system exponentially more useful to the firm or
legal department as a whole. Further, experience indicates that there is a certain critical mass beyond which the system
gains strategic significance, and can be used to gain substantive advantage, both in terms of enhancement of the practice and
superior positioning for client marketing.
II. The Vital Role of Centralized Databases in Modern Law Offices
LAN technology has become affordable as it has matured, enabling law firms and legal departments of all sizes to obtain
its benefits. Combined with the fact that PC's have grown so powerful so quickly, consolidated, powerful data handling has
become a practical reality in the relatively recent time period.
One of the most compelling reasons for a LAN is to obtain the power and capability of a consolidated firm / department
database. Because centralized databases must be closely aligned with the practice structure and rules, design and
implementation are critical. The resulting consolidation, properly established, can lead to lower data maintenance costs,
less redundant and more efficient use of client and internal information, the enabling of more efficient workflow patterns,
and the intelligent use of information for strategic advantage in the law practice.
By the late 1980's, and certainly by the turn of the decade, a law practice could not operate effectively without
computerized word processing. Competition, client expectations and internal pressures to use time and resources more
efficiently make the move to network-based, centralized databases at least as compelling in the mid-1990's.