Whether documents reside on paper in a client’s redwell or as electronic files on a computer, the process of their creation has changed little over time: Someone writes them down. In fact, along with dictation, typing has been a mainstay of the business process of not only the legal industry, but corporate America as well, for decades.
Until the 1970s, the dictation-to-transcription process generally meant a secretary sitting in the same room with her “boss”, physically writing down each word spoken in a notebook using shorthand. After this time-consuming task, she would travel to her desk and her typewriter and transcribe her notes as a first draft. Revisions were made by hand by the attorney, and the document was retyped from scratch on a new sheet of paper until the end, when it was typed from scratch on letterhead for the last time, usually with multiple carbon copies. I’m sure anyone who grew up in the PC age can’t even imagine writing the same base document over and over again, but that’s how it was done!
In the late 1970s, the introduction of two pieces of office automation dramatically improved the document generation process: the cassette recorder and the electric word processor.
Instead of tying down a secretary for hours, a cassette recorder allowed lawyers to dictate onto a tape which was then given to their secretary to transcribe later in the day or, for larger documents, to the file processing department. signature texts. With the introduction of recorded dictation, the productivity of law firms skyrocketed! Secretaries could answer phones and handle administrative tasks while transcribing, and lawyers enjoyed the new freedom of being able to “work” independently of their secretary and even the office, as long as they had their portable recorder, batteries, and fresh tapes they could produce and obtain. . the job done.
The next process improvement, or electric word processors, eliminated the work of double-entry documents created on typewriters, and law firms embraced this “new” technology with open arms. Leading the way was Corel’s WordPerfect®, which was created specifically for law firms and DOS, long before Windows and the much inferior (IMHO) Microsoft® Word were even an idea. To this day, WordPerfect’s Fkey functions remain etched in my memory and its Reveal Codes feature makes it an “intuitive” application for most beginners.
The next improvement in the document generation process will no doubt be recognized as the leap from analogue to digital dictation and the options that will then become available.
It’s hard to imagine, but this relatively minor change in the way dictators produce work can bring many benefits for everyone, from the ability for dictators to work from any Internet or phone connection; to the ability of human resources personnel to track and monitor the actual work in progress in a company; to the flexibility of sending files “in house” or to lower costs, to a transcription provider or Virtual Assistant.
While it’s true that in today’s world many lawyers draft their paper sitting behind their keyboards, if a lawyer is computer literate and can type at a decent speed with all fingers (OK, 8 is fine too!), So by cutting and pasting previously created documents and other software enhancements, this method of document creation can be an efficient use of time. However, since all attorneys’ time is generally billable, it could be argued that less competent attorneys should not type documents via keyboard, otherwise clients end up paying for administrative tasks at attorneys’ fees. Also, pay close attention to metadata (the hidden information in documents) when cutting and pasting.
Just as music and video have moved away from “tapes,” so too will dictation. The dictation/transcription process is still the best method of getting the job done and the upgrade to digital is actually inevitable. Word on the street (aka LegalTech NY) is that analogue transcription machines will soon be in short supply and then small tapes will start to rise in price. If you see that, you know the time is coming to investigate digital equipment. Also, if your current equipment breaks down, consider upgrading to digital. Everyone at your company will be happy you made the switch, including you.
My recommendation is products with a slide switch from Philips or Olympus and ordered through Bret Williams of www.AmericanDictation.com. Bret is an authorized dealer who is pleased to offer special pricing and free shipping on orders over $200 just for mentioning “LegalTypist”. 😉
While I try to follow the motto my dear mother instilled in me as a child: “If you don’t have something nice to say… don’t say anything at all,” I feel compelled to be cautious. they would be updates away from Sony products. I’ve had nothing but problems with its proprietary file types and dictators report that its buttons and functions are almost impossible to understand. For those used to dictating to tape, I recommend models with a slide switch like the Phillips 9600, so it feels like a tape drive without the tape! For those new to dictation, there are less expensive models that use buttons on the front, instead of the slide switch. Overall, I recommend these mid-level provided digital dictation units for those of what I call the “Game Boy” generation.