Affinity Law Office Technology Blog

Eee invasion begins soon

It's coming!  Indeed, it is probably already sailing over the waters of the Pacific Ocean on its way here to be unleashed next month.

It is the Asus Eee notebook PC.  The big news is that it cost only $199 in its initial configuration.  At that price, it won't include Windows XP, but based on the hardware inside, it is capable of running XP if you have a licensed copy laying around.  But to keep costs down to PDA level, Asus preinstalls the Linux operating system. 

The OS has two modes, Easy and Full Desktop.  Easy gives you basics and is ideal for computer novices and children.  It is more like a PDA interface, but with a larger (7 inch) screen.  Full Desktop mode provides a Windows-like experience which is more full-featured and, of course, more complex for novices but simple for veteran computer users.

The hardware mix is interesting in the way it permits a very low selling price.  There is no hard drive, just a durable and fast solid state flash memory drive for storage and (initially 4GB, but larger capacities will be offered later - and there is onboard expansion with a SD card slot).  There is also 512MB of operating RAM.  The processor is a low voltage 900MHZ Pentium M, hence its ability to run XP if you decide to install it.  There is no optical drive, but there are 3 USB ports for connecting external devices such as a CD or DVD drive. 

Other hardware goodies include a VGA-out port that allows you to connect an external monitor or projector (could this be a portable PowerPoint machine?), Ethernet port, modem, and built-in 802.11b/g WiFi.  There is also a built-in web cam and microphone with Skype preinstalled for VoIP calling and video conferencing. 

This may be the right PC for you kids and your parents, and maybe you - if you need a light traveling companion primarily for email, web browsing, and word processing.  Indeed, it could be the ideal remote terminal from which you access your office PC using services such as GoToMyPC or LogMeIn (although I don't know if either service has been tested on the Eee). 

The Eee may hit the U.S. market as early as August.  Expect to add the Eee to your Christmas list for your kids and your parents this year.  You may even want one for yourself, especially if you don't need a full Windows-based notebook PC, but would like a higher level of mobile functionality than you can get from a smart phone.    

Remote Monitoring - Preventative Measures!

When was the last time that you actually checked the event logs on your server? As the most critical component of your network, you need to ensure that your server is functioning flawlessly 100% of the time. If only your server logs were as easy to check as the gauges on your car! Think of a "Low Disk Space Warning" on your server as something akin to a "Check Engine Light" on your car.

Too often, firms just lurch from one hardware disaster to the next, ignoring all of the warnings that are out there...if only you knew where to look.

InTouch Legal are installing a proactive monitoring system that allow us to see issues on your server, and take preventative measures BEFORE your server crashes! The good news is that this technology is readily available, and in it's simplest form it will email pertinent error messages and logs to you as they happen.

Bottom line....make sure whoever is responsible for your hardware and network is proactively monitoring.

Dual monitors without opening the box

All law office employees, including lawyers, can be more productive if they have more screen real estate to work with.  A nice wide-screen LCD monitor of at least 19" in size is a good start.  Better is switching to dual monitors, which has the advantage of letting you use the monitor you already have.  Just add another LCD monitor and your are all set - almost. 

If you have a notebook computer, all models have a separate video output to which you can connect a second monitor.  Assuming the notebook is running Windows XP or Vista, dual monitor support is built-into the operating system, so there is nothing to add except a second monitor. 

However, if you use a desktop PC, you typically have to open the box and add a second video card.  Then you are confronted with the dilemma of determine what type of expansion slots are available, if any.  Do you go with PCI, AGP, PCI Express?  Too complicated for most users to handle without calling in tech support.

The solution may be a new product from Tritton Technologies called the See2.  This device lets you add a second display through your PC's USB 2.0 port.  Other than plugging it in, the only work you need to do is install the device drivers from the included CD.  This device is high on convenience and ideal for law office applications.  It is not a high-end "gamer" graphics card, however.  So long as you use it for its intended purpose, which is to extend your desktop across a second monitor for text-based applications, it is a great deal.  One of the best prices I found for the See2 was at J&R for $80 plus shipping.       

Wireless n - Is now the time?

We've been reluctant to recommend that law offices upgrade to wireless "n" hardware.  First, the 802.11n standard is only in draft form.  The final standard will not be approved until next year.  Second, early wireless n equipment offered little performance advantage over much cheaper wireless g networking hardware. 

Now PC Magazine (May 8, 2007 issue) has tested the latest batch of "draft-n" wireless routers.  The results suggest that you can improve wireless network performance significantly for only a little more than the cost of 802.11g hardware.  The real improvements occur when you mate a draft n network adapter connected to your PC with a draft n router.  But improvements in draft n routers are significant enough that range and speed is likely to improve even if you continue to use the wireless g network card built into your laptop or connected to your desktop PC. 

Also important are the new QoS (Quality of Service) features of draft-n routers.  They let you prioritize real-time Internet traffic such as VoIP telephone calls and video streaming.  For small firms wanting to save a bundle on telephone costs by switching to VoIP, this capability could be the deal-maker.   

Bringing order to receipt madness

It is probably too late to help for this tax season, but having an easy way to scan the piles of small, folder, crumpled, and creased receipts that all small business owners (including lawyers) accumulate during the course of the year would be great.

A review in the April 2007 of Maximum PC magazine heaps praise on the NeatReceipts Scanalizer.  This $230 sheet-feed scanner and software package is designed to let you easily scan receipts and business cards.  It will even do full-size documents.  The scanner is portable and gets its power from the USB cable connection to your notebook or desktop PC.      

Universal port replicator fills the gap

We usually recommend that you purchase one or two port replicators (formerly known as docking stations) when you buy a new notebook computer.  Use one at the office and the other at home.  It is convenient to be able to connect your notebook to the network all of your peripherals (mouse, keyboard, monitor, printer, scanner) with a single connection.

However, some notebook PC's don't have matching port replicators from the notebook manufacturer.  And if you delay your purchase until after your notebook model is replaced, the port replicator may no longer be available (except perhaps on ebay).  Of if you frequently switch computers or work for a firm that has a notebook pool from which you check out a machine when needed, no single port replicator will work for you.

There are several after-market port replicators available.  They have a single USB connector that plugs into your notebook.  But they don't offer a video connection for an external monitor, so you need to make that connection manually each time your move your notebook.  Now Kensington offers its Notebook Expansion Dock with Video.  From a single USB connection, this dock provides the following connections:

• 1 Video Connection - supports up to 19" panel; 1280 x 1084
• 4 USB Ports
• Ethernet connection
• Microphone In, Stereo Headset Out

This dock lists for $179.99 and is available at many large technology retailers and also widely on the Web.  If you don't have the manufacturer's docking station designed for your notebook, this is the best alternative. 

Core Duo processor is great, if your battery lasts long enough

Intel's new Core Duo line of mobile processors is terrific.  But due to a problem with Windows XP Service Pack 2, your battery can drain faster than expected if you have any USB 2.0 devices connected to the computer while it runs on battery power.  In keeping with Microsoft's pattern of fixing problems only after users complain, a patch as been released that corrects the battery drain issue.   

Junked-up new PC's a growing scandal

Two items from the September 2006 issue of PC World Magazine highlight the scandalous tendency of both software publishers and PC makers to load down your new PC with junk.  This junk, in the form of unwanted or unneeded software, can make a new PC work like a Windows 98 relic from 8 years ago.

The first is a letter to the editor commenting on a story on software security suites in a prior issue.  The writer complained that McAfee Security Center was a resource hog.  It loads no less than 10 startup programs and adds 20 or 30 seconds to boot-up times.  It also slows the computer after boot-up.  I too have seen similar problems on computers with McAfee and other full-featured security suites.  You may not need all of the programs in a security suite.  If you have a good hardware firewall (such as those often built-into a new or newly-updated router) and standalone antispyware software such as the free Spybot Search & Destroy or Windows Defender (so long as your computer is not already infected) or the excellent but not free Spy Sweeper (if you have spyware to get rid of), all you may need is just the antivirus portion of the security suite.  Typically you will pay less if you just buy Norton Antivirus instead of Norton Internet Security Suite, for example.  Of course, everyone's situation is different.  If you have questions about whether what your using is too much, not enough, or just right, give us a call.

The second is found in the Consumer Watch column by Yardena Arar.  A Detroit-area electrical engineer, Jason York, was helping a friend set up a new Dell computer.  He was shocked at the large amount of unnecessary software pre-installed on the new Dell that significantly slowed computer performance.  So York wrote a program he calls the Dell De-Crapifier to remove much of the unneeded "crap" that Dell preloads.  York has now released a renamed version called the PC De-Crapifier that although targeted for use on Dell machines will work on other brands as well.  It is available for free download.  If you get a new Dell (or any other brand), using the De-Crapifier should be one of your essential setup steps.         

The best-ever LCD monitor?

Ok, let's say you just settled that big case and you want to reward yourself with some high-end technology that will not only make you feel good, but will also enhance your productivity at the office.  A huge LCD flat-panel monitor is the perfect answer.  Fortunately, you don't have to spend a lot of money to get the best.  In a recent Maximum PC magazine comparison test, the Dell 2407WFP was not only the best performer, it was the cheapest of the 23"-24" LCD's tested at only $850.  Even better, it is currently on sale for only $747.15.  It is a 24" widescreen monitor that will let you open and display all of your important applications simultaneously.  Being able to glance at incoming email without closing your practice management or word processing window can save little bits of time that really add up over a day or a week.  My favorite time saver is to have my research (Lexis, WestLaw, etc.) open in one window next to the brief I am writing in another window.  You can do this with dual monitors or a giant single monitor like the Dell 2407WFP.  The single giant monitor method is by far the easier to set up.   

Dell projector outshines rivals

First, a disclosure.  InTouch Legal is an authorized Dell reseller.  Years ago we were resellers of another major computer brand.  We switched to Dell for obvious reasons - Dell's quality and support.  So yes, we are Dell fans.  But Dell has earned our loyalty by building consistently high quality products and offering solid support.  They are not perfect, and in certain categories there may be other machines worthy of consideration.  But overall it is hard to make a mistake buying a Dell product.  We are especially fond of their business-class desktop computers (the OptiPlex line) and its business-oriented notebook computers (the Latitude line). 

One area where the competition has little chance against Dell is projectors.  Over the years, Dell has offered a number of excellent projectors are very reasonable prices.  For law firm use in medium to large courtrooms, you want at least 2000 lumens of brightness.  At that starting point, Dell offers a very nice projector for an amazing price.  The Dell 2400MP actually measures 2493 lumens according to a recent review by Laptop Magazine.  It lists for $1,268 with a three-year warranty ($1,099 with the standard one-year warranty).  The 2400MP comes with all of the connection cables you need and a nice carrying case.  But it is performance that sets it apart from other sub-$1,500 projectors.  Laptop Magazine's tests found that it offered excellent color and brightness for presentations and also for DVD viewing.  Even the audio performance was good for such a small projector.

If you want to add courtroom (or mediation room) presentations to your arsenal of persuasive techniques, this Dell projector is a great start.