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Assessing Your Law Firm’s Computer And Technology Hardware Needs
(Current as of August 2020)
You’ll want to build your law firm on a proper technological foundation. For those who aren’t the most tech savvy, below is a high-level crash course on computer hardware and equipment you’ll need to get your law firm started. (Even if you already know the technical stuff, you may still find this to be a useful law firm technology checklist.)
Computer
Perhaps the most critical piece of law firm technology is the computer you choose for your day-to-day practice. While your options may seem virtually endless, focusing on a few key specifications will help ensure that you wind up with a computer that can easily handle all of your needs.
Processor. The processor is the “brain” of your computer, responsible for analyzing your inputs and interacting with your software programs to complete the functions you need. Intel makes the most popular processors in the marketplace today for professional use. If you’re buying a business computer from one of the three major PC manufacturers (Lenovo, HP, or Dell), you’ll likely find yourself choosing between an Intel Core i5 or i7 processor.
The i5 should be plenty processor for typical law firm tasks, like creating documents, sending emails, doing internet-based research, and occasional multimedia usage. Unless you’re doing a ton of video or photo editing, or using heavy applications that render 3D graphics, you likely won’t feel much difference between the i5 and an upgraded i7 processor.
Memory. Random-access memory (RAM) is short-term memory that your computer uses to run all the programs you’re actively using. Your computer’s performance at any given time is largely dependent on having enough RAM to support all of the tasks you’re asking it to do.
For typical office productivity tasks, you’ll want a minimum of 8 Gigabytes (GB) of RAM. At 8GB, you should be able to use your word processor, juggle 5+ internet browser windows, and toggle between a few PDFs, all at the same time without experiencing any lag. But if it’s not uncommon for you to jump between a bunch of large files (think lengthy contracts, discovery documents, exhibits, court filings, etc.), while keeping 10+ browser windows open at once, 16GB of RAM is highly recommended. Anything more than 16GB will likely be a waste of money, even for fairly aggressive office uses.
Hard Drive. Your hard drive capacity is used for long-term data storage (think software installations, saving word documents, PDFs, photos, videos etc.). You’ll probably find yourself choosing between 256GB, 512GB, or 1 terabyte (TB) of hard drive space.
If you’ll only ever be saving word documents and PDF files, you could literally store millions of pages before pushing the limits on a 256GB drive. But if you’ll also be saving videos, photos, and audio files, consider going with at least 512GB to ensure you have enough free hard drive space to keep your software running smoothly.
(Note: you shouldn’t be relying solely on a local hard drive to store client files. Periodically transferring your files to an external hard drive or cloud storage is good practice, and will also help alleviate your need for local hard drive capacity.)
Desktop vs. Laptop. If you’re comparing a desktop and laptop that have the same exact specs, there’s a good chance the desktop will be less expensive. But a laptop gives you mobility, allowing you to get work done from virtually anywhere—at home, your office, a client’s office, in court, at a café, or on the road. If you’re only getting one computer, strongly consider getting a laptop, and also some basic external accessories like a monitor, keyboard, and mouse. With those accessories and a docking station (more on these below), you can convert your laptop into a more traditional desktop-like setup while in the office.
The Lenovo ThinkPad X1 Carbon Gen 7 is among the most dependable and highly rated business laptops on the market. The pre-configured factory model with an i5 processor, 16GB of RAM, and a 512GB hard drive is a solid option for day-to-day law firm usage. If it’ll bring you peace of mind to have a business laptop with top-shelf specs, go with the i7 processor, 16GB of RAM, and 1TB hard drive and don’t look back.
Monitor(s)
You could probably spend weeks researching the intricate technical specifications of computer monitors. But as a general rule, unless you’re using your monitor for gaming, photo or video editing, or professional graphic design work, the two main factors to consider are screen size and resolution.
Screen Size. A larger monitor will generally afford you more working space, which can make a world of difference if you’re frequently toggling between emails, word documents, PDFs, websites, and research tools. If you’re planning to run a dual monitor setup (highly recommended!), 23-24″ screens should give you a solid working display. If you’re planning to go with a single monitor, consider something 27 inches or more. You’re far more likely to regret purchasing a monitor that’s too small than one that’s too big.
Resolution. The industry standard computer monitor resolution today is 1080p (also referred to as “Full HD”). Over the past few years, 1440p (also known as “Quad HD”), and 4K (also known as “Ultra HD”) have also gained traction. Generally speaking, higher resolution monitors produce a sharper image and are more expensive. For regular day-to-day office usage, Full HD 1080p should suffice for screen sizes up to 24 inches. For 27 inches and up, consider going with a higher resolution screen to avoid grainy text.
When shopping for a monitor, you’ll need to make sure that the graphics card in your computer can support your desired resolution (most modern graphics cards can support up to 4K). You’ll also need to make sure that your computer and monitor are compatible in terms of connectivity (HDMI, DisplayPort, or DVI/VGA).
For a popular and professional dual monitor choice, consider the Dell P2319H 23” (Full HD) Dual Monitor Set. If you’re going with a single monitor, consider the larger, higher resolution Dell UltraSharp 27” U2719D 1440p (QHD).
Keyboard And Mouse
If you decide to go with a desktop, you’ll need a keyboard and mouse. But even if you opt for a laptop, you may still find that a full-sized keyboard and mouse provide a more comfortable setup while plugged in at the office.
Main factors to consider when choosing a keyboard and mouse are ergonomics, operating system compatibility, and battery life (for wireless setups). Consider the Logitech MK550 (Wireless) or the Perixx Periduo-505 (Wired). Both of these keyboard and mouse combos are ergonomic and highly reviewed.
External Hard Drive
You’ll want to consider periodically transferring your electronic files to an external hard drive. It’ll free up space on your computer’s internal hard drive, and also provide invaluable backup if your computer unexpectedly quits or malfunctions, or if you’re the victim of ransomware. The Seagate STGX 2000400 (2T) is a popular option for portable storage.
External CD/DVD Drive
Many ultrathin business laptops don’t have built-in CD/DVD drives, which you may not even realize you need until a client or opposing counsel mails you a disc that you don’t have the equipment to read. The Rioddas External CD Drive is an inexpensive consumer favorite that’ll let you read and burn discs if and when the need arises.
Printer/Scanner/Copier
The ability to print, scan, and copy documents is a law firm technology necessity. Your most efficient solution will be to get a dependable all-in-one (AIO) printer, scanner, and copier.
The two main types of printers are inkjets and laser printers. Inkjets are generally better for printing photos or images in color, while laser printers excel at printing high volumes of text. Inkjets are also typically slower and cost more to operate on a per-page basis than laser printers, and because they use ink instead of toner, inkjets are more prone to producing text that smudges or bleeds.
Generally speaking, a laser printer will be better suited for law office usage. For lower volume black and white printing (approximately 2000 pages per month), consider the Brother MFCL2750DW Monochrome. For a higher volume printer that can also do color (approximately 4000 pages per month), consider the HP Color LaserJet Pro Multifunction M479fdw. Both are solid all-in-one options for small office printing, scanning, and copying.
Docking Station
If you’re using a laptop as your main work computer, a docking station is a great way to enjoy the comfort and permanency of a desktop setup while you’re in the office. Your monitor(s), printer, keyboard, mouse, speakers, external hard drive, ethernet, and other accessories will all stay connected to your docking station. You’ll then plug your laptop into the dock whenever you’re at your desk.
The two main factors to consider when choosing a docking station are: (i) laptop compatibility; and (ii) accessory connectivity.
Laptop Compatibility. You’ll need to make sure that your dock is compatible with your operating system, and that the host port on your dock is compatible with the connecting port on your laptop. Most laptops will link to your dock using either a USB 3.0 (Type-A), USB-C, or Thunderbolt 3 connection. Check your laptop’s specifications for details.
Accessory Connectivity. You’ll also need to make sure that your dock has enough of the right types of ports for your equipment and accessories. Monitors, for example, typically connect through either HDMI, DisplayPort, DVI, or VGA ports. Other accessories like printers, keyboards, mice, and external hard drives typically use standard (Type-A) USB 2.0 or USB 3.0 connections.
Choose your equipment and accessories first. Then make a list of the type of connection required for each, and pick a docking station that has all the ports you need. If your laptop connects via USB 3.0, consider the Plugable USB 3.0 Universal Docking Station. For a USB-C connection, consider the Hiearcool USB-C Docking Station. And for Thunderbolt 3, consider the Kensington SD5300t.
Paper Shredder
In light of a lawyer’s duty of confidentiality, it’s highly advisable to shred confidential client information or other sensitive documents before throwing them in the trash. Paper shredders are rated on a security scale from P-2 (least secure) to P-7 (military-grade security), depending on scissor pattern and particle size.
A P-4 (cross cut) shredder offers the minimum security level you should be using to destroy confidential information. If you’re handling particularly sensitive client data (trade secrets, financial information, social security numbers, etc.), a P-5 (micro cut) shredder is recommended.
The Fellowes Powershred 79Ci is a highly rated P-4 shredder. For a higher security P-5 shredder, consider the Fellowes Powershred 99Ms.
Desk Phone
Whether you’re using a landline or VoIP system, consider getting a traditional desk phone for the office, with some basic business features like a hands-free speaker, call conferencing, and call forwarding. If you’re using a VoIP system, make sure you choose a phone that’s compatible with your service. Staples and Office Depot have a wide selection of office phones to choose from.
Surge Protector
You should plug your computer and any other expensive office electronics into a surge protector to guard against voltage spikes. The Belkin 12-Outlet Pivot Plug is inexpensive and well-reviewed.
Uninterruptible Power Supply
While a surge protector may shield your equipment from damage, it won’t protect you from data loss in the event of an unexpected power outage or shutdown. If you’d like some added peace of mind, consider an uninterruptible power supply (UPS) that’ll keep your essential technology operating long enough for you to save everything you’re working on and shut down on your own. A UPS won’t keep you up and running through a blackout, but it may protect you from losing any unsaved work product.
When shopping for a UPS, start by adding up the voltage (VA) and wattage (W) needs of the equipment you want to power during an outage. Consider the APC 600VA (330W), APC 1000VA (600W), or APC 1500VA (900W), depending on your power needs.
OTHER ARTICLES ON THE LAW FIRM LAUNCHPAD:
Choosing A Business Entity Structure
Getting An Employer Identification Number (EIN)
Getting A Business Credit Card
Opening Law Firm Bank Accounts
Buying Legal Malpractice Insurance
Assessing Your Furniture And Office Supply Needs
Setting Up Internet, Phone, and Fax
Assessing Your Software Solutions Needs
Fortifying Your Electronic Data Security
Setting Up Mailing And Shipping Accounts