Collaboration Tools for Law Firms

In general, law firm practice and services are facing a big challenge when they start to think about the assumption of the collaboration tools to utilize. Latest methods for delivering such service have resulted in coining new terms such as Electronic Discovery 2.0, Law 2.0 and the Web 2.0. These are important terms that indicates new processes being innovated and used for the deliverance of legal services that takes advantage of today’s information technology and modern telecommunication.

To equip lawyers with collaboration tools means to eliminate geographic barriers which enable them to effectively represent their clients’ case wherever they maybe. Technology has led to the transition of law firms into today’s virtual law firms:

• IM (Instant Messaging) – an online form of real-time communication that is text-based.
• Internet Fax – allows the sending and receiving of faxes via the internet.
• Intranet – an internal website for an organization that used for secure sharing of private information.
• KMS (Knowledge Management System) – an IT (Information Technology) based system used by different companies for capturing, creating, distributing, sharing or storing of information.
• Open-Source Software – software or an application that are available at no cost to any business.
• P2P (Peer to Peer) Network – a network of computers that are connected directly to the internet. This eliminates the requirements of web servers or web host to access the internet.
• Packet Sniffer – software utility used for the purpose of capturing, intercepting or logging of data on a network.
• PBX (Private Branch eXchange) – phone system for serving the communication requirements of a business.
• Social Networking – web services that allow the creation of an online community profile in order to make friends, promotion, share information or to socialize. Among the popular social networking sites are Facebook and Twitter.
• SQL (Structured Query Language) – programming language used for modifying, managing or querying of information on a database. Popular free SQL are MySQL and PostgreSQL.
• SSL (Secure Socket Layers) – protocol that provides secure communication over the network.
• Virtual Phone Extension – phone system feature that allows an extension to be assigned to any number.
• VNC (Virtual Network Computing) – graphical system for remotely sharing the computer desktop through the internet or network.
• VoIP (Voice Over Internet Protocol) – a protocol that transmit voice via the internet.

Office Telephone System Types

One of the most widely used forms of telecommunication system today is the phone system. While most are aware of its use, few are familiar with its details, features and operations. This results in improper installation and therefore leads to ineffective use.

Telephone System, Equipments and Functions
Typical office phone system components includes the main distribution or switching equipments, software application, telephone station set and trunk lines. Advancement in IT (Information Technology) and telecommunication technology in the past decades has introduced modern equipments that added to the expansion of today’s modern telephone systems. Moreover, these latest innovations led to the significant development of quality communication.

Telephone System Types
Despite of these improvements, the major concept of the phone system not been altered. In fact, phone systems can be categorized in different types which include key systems and PBX.

• Key System – It was 60 years ago when this type of telephone system was introduced. With its root stemming to the technology of the electro-mechanical, its most obvious feature is the use of keys or buttons designed to allow a user to quickly connect to a phone line. Modern key systems are purely electronic in nature and make use of a microprocessor to further enhance its functions.
• PBX (Private Branch eXchange) – Early PBX systems are comprise of basic components namely common control, network/terminal interface, phone stations, switching matrix, and transmission media. Its evolution from human operated switchboard to computer-controlled circuits has made it a cost-effective solution for business communication. Unfortunately, some of its equipments are notably bulky which can also take up precious office space.
• Virtual PBX / Hosted PBX / IP-PBX – Continuous research and development have paved the way for a much better alternative to the aging PBX phone system. These modern systems are the fusion of computer, internet and mobile technology. Utilizing these systems does not require the purchase of expensive hardware since all the components are hosted on the provider’s premise.

800 Numbers General Terms and Definition

• FCC (Federal Communications Commission) – a government agency in the US that is responsible for standards and regulations for licenses, rates, tariffs, etc.
• NASC (Number Administration and Service Center) – is an organization that administers and provides user support of the SMS (Service Management System) database.
• PUC (Public Utilities Commission) – is an agency that is responsible for the regulation of services, rates, etc., of public utilities or services such as an electricity, water or telephone. Depending on the state or city PUC is also known as PSC (Public Service Commission), UC (Utilities Commission) or URC (Utility Regulatory Commission)
• Regulator – a governing body, like FCC or PUC, which is responsible for the regulations or standards.
• RespOrg (Responsible Organization) – is the provider of a toll free number to a subscriber. RespOrg are required to access the SMS database to make sure that the number to be issued is obtainable.
• SCP (Service Control Point) – a database under the SS7 (System Signaling 7) network which the SSP (Service Switching Point) give queries for lookup and verification of 800 phone or LNP (Local Number Portability) numbers.
• SMS/800 (800 Service Management System) – the toll free phone numbers database and system that is administered by the NASC and provides access to RespOrg in amending data about 800 numbers. It also shares information with the SCP database.
• Toll-Free Subscriber – a subscriber of a toll-free number to a RespOrg.
• Toll-Free Number – is a free-of-charge number of a business for callers. In the US, this number makes use of 800, 855, 866, 877 or 888 prefix.
• USF (Universal Service Fund) – is a fund program that was created by the FCC to meet the mandates of the Telecommunication Acts of 1996.

Pros and Cons of Some Phone Systems

Planning to acquire a phone system is not a simple task. With too many providers in the market these days, comparing each of their system is already bewildering. Moreover, telephone systems come in different types so one could make a wise decision of choosing the right system for their business since each of them has their own pros and cons.

CentrEx (Central Exchange)
This phone system was developed in order to resolve the disadvantages brought about by a traditional PBX system. With a Centrex system, a company will no longer experience the hassle of maintaining the system since it is already located on the premise of the hosting provider. Unfortunately, this system also carries its own sets of disadvantages:

Pros
• There are no requirements to purchase expensive and bulky equipments.
• Features and functions can be customized according to the requirement of the business.
• It is easier to add more phone lines or extensions.
Cons
• The inability to choose the preferred hardware or equipment to use.
• The carrier or provider may charge more for the monthly maintenance and service.
• Additional features are not free.

Key Systems
It is a phone system that requires a metal, plastic or wooden telephone closet where all the wirings are fitted. Key systems are only suitable for home or small businesses use since they only offer basic telephony features like conference call or voicemail.

Pros
• Affordable and less expensive than PBX system, virtual PBX system or other phone system types.
• Easy to configure and set-up
• Requires less space.
Cons
• Limited in features and functionality
• Less modern phone system
• Not user-friendly to operate or configure

Pros and Cons of Some Phone Systems

Planning to acquire a phone system is not a simple task. With too many providers in the market, comparing each of their system is already bewildering. Moreover, telephone systems come in different types so one should make a wise decision of choosing the right one for the business since each of them have their own pros and cons.

CentrEx (Central Exchange)
This phone system was developed in order to resolve the disadvantages brought about by a traditional PBX system. With a Centrex system, a company will not have the hassle of maintaining the system since it is located on the premise of the hosting provider. Unfortunately, it still have its own sets of disadvantages:
Pros

• There are no requirements to purchase expensive and bulky equipments.
• Features and functions can be customized according to the requirement of the business.
• It is easier to add more phone lines or extensions.

Cons

• The inability to choose the preferred hardware or equipment to use.
• The carrier or provider may charge more for the monthly maintenance and service.
• Additional features are not free.

Key Systems
It is a phone system that requires a metal, plastic or wooden telephone closet where all the wirings are fitted. Key systems are only suitable for use with home or small businesses since they only offer basic telephony features like conference call or voicemail.
Pros

• Affordable and less expensive than PBX system, virtual PBX system or other phone system types.
• Easy to configure and set-up
• Requires less space.

Cons

• Limited in features and functionality
• Less modern phone system
• Not user-friendly to operate or configure

Developer Tools and Software for PBX Systems

Businesses and providers alike now have two options when choosing tools and software for their phone system. Just to note, different application and software developer tools now fall in two categories: Asterisk and Non-Asterisk.

Asterisk-Based:
Asterisk is considered as the best software for PBX systems because of its free nature and rich features. The following lists are few of the add-ons and tools that can be utilized together with Asterisk.

• Asterisk-Perl Modules – modules in the form of Perl scripts are widely supported on Asterisk and developed by the Open Source community.
• AstLinux – a Gentoo Linux flavored OS (Operating System) with pre-installed Asterisk.
• AstWind – a Windows version of Asterisk implemented only for evaluation.
• AMP (Asterisk Management Portal) – a PHP/Perl and web-based PBX phone system interface for Asterisk utilizing MySQL database.
• JAsterisk – is a Java-based phone system interface for Asterisk.
• LDAPGet (Lightweight Directory Access Protocol Get) – these are modules that can be customized and configured for multi-server setups, lookups, dial-plans, etc.
• TAFM (The Asterisk Fax Manager) – a fax add-on that making use of Python scripts.

Non-Asterisk Based:
These are add-ons and tools that can be used in other platforms like MacOS X, Solaris, etc.

• Bayonne – a GNU (GNU is Not Unix) telecommunication server.
• Envox – commercial tools using Intel’s telephony products.
• IDP (Intel Diagnostic Products) – are gateways and interface cards for telephony applications.
• Open H.323 – an open-source version of the protocols recommended by the ITU (International Telecommunication Union).
• SER (Session Initiation Protocol Express Router) – another open-source server from IPTel.
• VOCAL (Vovida Open Community Application Library) – are open-source modules use for building telephony frameworks for IP PBX, virtual PBX or VoIP (Voice Over Internet Protocol).
• VOCP (VoiceXML Open Core Protocol) – Perl-based modules for adding IVR (Interactive Voice Response), fax and messaging functions.