September 2003
Your PDA: The Indispensable Law Office
by Drake Mesenbrink
I began using PDAs (personal digital assistants) in 1994 and have found them to be indispensable in my law practice and daily activities, helping to coordinate my activities and those of my family. Today's Windows CE devices can do the same tasks as the desktop computer, including calendaring, messaging, tasks, contacts, web browsing, e-mail, word processing, entertainment, and self-improvement.
The Basics
My current PDA, the HP iPAQ 5455 CE hand-held computer, is my eighth handheld device. The iPAQ 5455 has an Intel 400 MHz StrongARM processor, is full color, and comes with 64 MB of RAM. My iPAQ is configured with over 300 MB of storage space for programs and data, with the use of one secure digital card. It can be expanded by using additional storage cards or microdrives. The iPAQ 5455 is Bluetooth-enabled for wireless communication with other devices and peripherals. One of the new features I really like on the iPAQ 5455 is the fingerprint passcode system. To access the unit, it can be configured to accept a password and/or your fingerprint.
I chose a CE device over the Palm, because I like the Windows environment and the large number of programs available for the CE devices. The LCD screen on the iPAQ is so bright it can easily be used in full sunlight. Some PDAs are difficult to read in bright light, and impossible in sunlight. There are hundreds of programs for CE devises. I receive e-mails on new programs and hardware for PDAs almost daily from companies like PC Connection (www.pcconnection.com), MobilePlanet (www.mplanet.com), and Handandgo (www.handandgo.com). Microsoft has a site dedicated to handheld PCs which posts the most recent developments in PDA software and accessories (www.microsoft.com/mobile/pocketpc).
Calendaring
Calendaring is one of the most basic functions built into PDAs. Most CE and Palm devices will automatically synchronize with a desktop computer via a serial or USB port. I have a cradle attached to my desktop computer via a USB port that connects my PDA to my desktop and charges the PDA at the same time. I slip my PDA into the cradle when I arrive at the office, and a number of programs and files automatically synchronize with my computer throughout the day.
With the calendaring programs, I can add appointments either on my PDA or at my desktop. When the unit is placed in the cradle, Microsoft ActiveSync automatically syncs my Outlook and Amicus Attorney calendars, as well as my assistant's calendar. Having complete access to my calendar when away from the office allows me to check for conflicts, set dates, and have the dates automatically added to my office calendar when I return. My office keeps our tracking and file-tickling information on the calendar, so I never have to worry about missing an important date.
While the iPAQ comes with a great calendar program, I have added Pocket Informant (www.pocketinformant.com) to my PDA. This is a more comprehensive calendar, task, message, and e-mail program. Pocket Informant fully integrates with my desktop, Outlook, and Amicus programs.
Maintaining Case Information
I keep a file that has the current case information for my open cases. Information kept in these files includes the names of all parties, addresses and phone numbers, witnesses and attorneys, case numbers, notes, and the status of each case. When I am out of the office, I use this file to talk to opposing parties about cases, or to review cases and set tasks.
I organize each day to be productive. When I have free time, I work on my case task lists. The Microsoft ActiveSync software adds the task lists to both my computer and my assistant's. I also keep a complete list on my handheld of all attorneys practicing in Kitsap County.
The iPAQ comes with Pocket Word embedded in the memory. I use the word-processing capabilities of my handheld primarily for taking quick notes about my cases. While I do not find a handheld a particularly good device for long word-processing projects, it works in a pinch and is great for short notes. A folding keyboard can be used with the PDA to increase its word-processing usability. When folded, the keyboard is about the same size as the handheld unit and folds out to about three-quarters the size of a desktop keyboard.
Data-Storing Software
Most of the newer CE devices have built-in handwriting-recognition software that will translate handwriting into typed text. I can testify that this software works very well—my handwriting is terrible, yet the program translates it accurately, making it great for taking notes. I keep the unit by my bedside, as I often have thoughts I want to jot down before I go to sleep.
Ink Link is a program that can be used in conjunction with the handwriting software. An ink pen with a built-in computer chip tracks the movements of the pen (similar to a GPS system for a pen). When the receiver unit is plugged into a hand-held device, the notes taken on paper also download to the PDA. By using Ink Link, I am not limited to the small screen as the note-taking platform. I also use Ink Link with my desktop, so that all my notes are stored in my computer.
The iPAQ comes with Pocket Excel embedded in its memory. This spreadsheet program works just like the desktop version for creating databases to categorize everything from travel to exhibits to timelines.
Phone, E-mail, and Internet Compatibility
The PDA can be used to track billable hours, expenses, and travel while I am away from the office. Since I started using the PDA for these purposes, I find I track my time more efficiently. Phone messages in our office are entered into our local network and delivered to recipients' desktop computers. These messages automatically sync with my PDA, which allows me to return my messages when I am out of the office. E-mail messages are also synced with my PDA, so I can respond to them whether I am in or out of the office.
When connected to a cell phone, the iPAQ can be connected to the Internet to receive and send e-mail or browse the web with the PDA's Microsoft Explorer. I find this very useful when I am on vacation or traveling. News and other Internet content can be downloaded automatically when the PDA is synced for review offline. When the PDA is connected to the Internet, via either its own modem or the desktop active sync software, news can be downloaded from several different sources, such as CNN or The Wall Street Journal. I also download the advance sheets that I receive each day from Lexis. Waiting in court for my case to be called is a great time to read them.
Other Useful Functions
With Microsoft Reader or Adobe Reader, books can be downloaded from the Internet and read on the PDA. (Being an avid reader, I have downloaded hundreds of books over the last three years.) There are several sources, such as Project Gutenberg and Cornell University, that have free books to download. E-books can be purchased and downloaded from bookstores like Amazon, and Barnes and Noble. Downloaded books have several advantages: There is no need to travel to the bookstore, they can be downloaded immediately, and they are generally less expensive than paper books, as there are no production costs and little delivery cost. (I keep a number of books on my handheld for my children and me—then, when we are away from home, I always have a book to read to my daughters.) Microsoft Reader can also read the book to you if you like books on tape. Some good sites for downloading books are 1stBooks (www.1stbooks.com), Audible (www.audible.com), DotLit (www.dotlit.com), the University of Virginia Library's Etext Center (http://etext.virginia.edu/ebooks), Fictionwise (www.fictionwise.com), PocketPCpress (www.pocketpcpress.com), Project Gutenberg (http://gutenberg.net), Amazon (www.amazon.com), and Barnes & Noble (www.bn.com).
When I am working on a research project, I often download the cases I want to read when away from the office. I especially like to download cases cited by opposing counsel, so I can fully review them when I find I have time in the evenings. The iPAQ displays downloaded material either as a Microsoft Word document or as a text file.
Maps and directions can be downloaded from the Internet to the PDA, from map programs or from GPS map systems connected to the PDA. MSN, Mapquest, and Switchboard.com all provide downloadable maps. The GPS systems will even read the directions to you as you drive.
Need to do a presentation? You can connect the PDA to a digital projector and, with Pocket PowerPoint, use it for presentations. This works very well for the odd rotary or roundtable speech. I keep pictures of my children on my PDA, which can be displayed with PowerPoint, just in case anyone asks. PDAs can also be used to create graphics with programs such as Pocket AutoCAD and Pocket Paint.
All PDAs come with a basic calculator. There are a number of powerful calculator programs available, which can be downloaded with a variety of enhanced functions. I use CalcNOW and Financial Calculator, which not only calculate but also provide a host of financial calculations, such as amortization, investment functions, and annuity calculations.
The sound system in new-generation CE devices is quite impressive. The iPAQ has a built-in digital recorder and speaker system. This works well for taking dictation; jotting down notes while on the road; recording a piano recital; or playing music, CDs, or tapes with the embedded Windows Media Player. The Windows Media Player can also be used to play movies, which can be downloaded from the Internet, a camcorder, a CD, or a tape player. A camera can also be connected directly into the PDA for taking still pictures.
I have a number of organizational and tracking programs on my PDA. Nevo, a program embedded in the iPAQ, is a fun software application that allows a person to control numerous remote devices, such as stereos or TVs, from the PDA.
Power Store (www.handandgo.com) is a handy accessory program that tracks battery life and storage space. The iPAQ 5455 has a removable battery, which provides a great advantage over units with built-in batteries, since spare battery packs can be substituted when the battery gets low. When traveling, I use an extended battery pack, which supplies more than 10 hours of continuous use and has room for additional memory storage cards and PMCI cards.
Games are always handy to have on hand when your six-year-old gets bored. The Microsoft Entertainment PocketPak (www.microsoft.com/mobile/pocketpc) includes a number of classic games such as Taipei, Chess, Solitaire, Hearts, and Free-Cell.
Recently I have been experimenting with Dragon Dictate's software for PDAs called Dragon PDsay (www.dragon.com). It will not translate dictation into a document like Dragon Dictate will, but it is voice activated and will find a name in your contacts list and read back the telephone number or address.
Conclusion
The PDA should be an integral part of any attorney's law practice. My malpractice insurance provider has opined that the failure to use a PDA for calendaring may amount to malpractice if a deadline is missed.
I carry my PDA with me all the time. I find it an invaluable aid in staying organized; getting my messages and e-mail; and keeping abreast of the latest news, advance sheets, and research—and a great source of entertainment in books, music, and pictures. From communication to organization, the PDA is an indispensable law office tool.
Drake Mesenbrink practices law in Poulsbo and is a member of the WSBA Electronic Communications Committee (EC2). He may be reached at drakemesenbrink@earthlink.net.
All product names referenced in this document may be trademarks or registered trademarks of their respective companies and are hereby acknowledged.
Glossary
Bluetooth: Refers to a short-range radio technology aimed at simplifying communications among Net devices and between devices and the Internet. It also aims to simplify data synchronization between Net devices and other computers.
GPS: Global Positioning System. It is a system of 24 satellites for identifying earth locations, launched by the U.S. Department of Defense. By triangulation of signals from three of the satellites, a receiving unit can pinpoint its current location anywhere on earth to a few meters.
Palm: A PDA made by Palm, Inc. (www.palm.com).
Serial or USB port: A serial or USB (Universal Serial Bus) port is a way for handheld computers to connect with desktop computers.
Windows CE: The original name for Microsoft's mobile operating system, designed for PDAs. Microsoft subsequently renamed the Windows CE platform to Pocket PC.
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