Questions

Network in Legal Setting

+
0 Votes
Locked

Network in Legal Setting

pennyfant
Our law firm has 3 attorneys. Each has client files on their computer - one attorney organizes client files in folders labeled A-Z, the other two by folders with client last name and all of it is networked through Windows - no server.

Needless to say, I spend all my time looking across the network for the documents.

Is there a way to make a "shortcut" or pointer from my machine to these files regardless of where they are on the network?
  • +
    0 Votes
    cmiller5400

    This will then help us answer your question, but yes you should be able to create a shortcut on your desktop that points to a folder or file on another machine as long as it is shared.

    But the real question is, why don't they have a file server for this information. Backups must be a nightmare...

    +
    0 Votes
    Lei Fan

    You could share those folders and create shortcut for sure

    But I could not figure out why you don't use a server. Especially with those sensitive data files, a file server will give you much better control on access and search.

    From Security perspective...you should even think of a small domain...a Windows Small Business Server will do all the tricks for you.

    +
    0 Votes
    ---TK---

    I probably would stick with the work group in this situation... its cheaper and just as easy to manage... once You hit 10-15 PC's in the network, then I highly suggest bumping up to the server/domain environment.

    There are a couple different ways of going about it. One: Log into the router and look for LAN set up. From there you can set Reserve IP settings, bounded by the MAC address. And from there you should be able to map a network drive to their PC... or you should be able to make a short cut for thier share and stick it on your desktop.

    Two: If you rename everyone's PC you can then click "start" --> "run" --> \\BILL\share and access it that way. Bill being the PC name. Or create the short cut with the PC name, that should work also.

    +
    0 Votes
    cmiller5400

    In a legal office, it is especially important for backups. It is a nightmare to make sure that you get all the files included in the backup in a workgroup, especially if someone doesn't leave their pc on. Much easier to have a centralized server when the data is that important. There is no excuse in courts to say, "I'm sorry your Honor, I don't have the case file because it burned up and there is no backup because I didn't want to spend the money for a proper system."

    +
    0 Votes
    ---TK---

    the question doesn't ask about back ups. Who's to say they don't already do backup's on a regular basis...

    +
    0 Votes
    jruby

    Under "My Network Locations", use Add A Network Location for each share on the remote machines. Once the network locations have been created, you can drag them to your desktop or other favorite location.

    Hope that helps.

    Jim

    /* if you think the problem is bad now, wait until I solve it */

    +
    0 Votes
    pennyfant

    I opened the discussion about getting a server when I got here. I guess I'm needing to exhaust other workarounds before I insist that that is the only real solution.

    We do have our backups automated.

    I have shortcuts in place - but I'm having to go to 3 machines to find client files since some of the work is on my machine unless I always take the time to navigate to their machines to do the saves as I'm working on a file. And also because some cases are being worked on by both attorneys I'm not always sure who has the files, sometimes they both have pieces. And since I've only been here 6 months there are constantly calls from clients I have no idea who worked their cases. If their case has been archived it's on another drive, so that's 4 places to look.

  • +
    0 Votes
    cmiller5400

    This will then help us answer your question, but yes you should be able to create a shortcut on your desktop that points to a folder or file on another machine as long as it is shared.

    But the real question is, why don't they have a file server for this information. Backups must be a nightmare...

    +
    0 Votes
    Lei Fan

    You could share those folders and create shortcut for sure

    But I could not figure out why you don't use a server. Especially with those sensitive data files, a file server will give you much better control on access and search.

    From Security perspective...you should even think of a small domain...a Windows Small Business Server will do all the tricks for you.

    +
    0 Votes
    ---TK---

    I probably would stick with the work group in this situation... its cheaper and just as easy to manage... once You hit 10-15 PC's in the network, then I highly suggest bumping up to the server/domain environment.

    There are a couple different ways of going about it. One: Log into the router and look for LAN set up. From there you can set Reserve IP settings, bounded by the MAC address. And from there you should be able to map a network drive to their PC... or you should be able to make a short cut for thier share and stick it on your desktop.

    Two: If you rename everyone's PC you can then click "start" --> "run" --> \\BILL\share and access it that way. Bill being the PC name. Or create the short cut with the PC name, that should work also.

    +
    0 Votes
    cmiller5400

    In a legal office, it is especially important for backups. It is a nightmare to make sure that you get all the files included in the backup in a workgroup, especially if someone doesn't leave their pc on. Much easier to have a centralized server when the data is that important. There is no excuse in courts to say, "I'm sorry your Honor, I don't have the case file because it burned up and there is no backup because I didn't want to spend the money for a proper system."

    +
    0 Votes
    ---TK---

    the question doesn't ask about back ups. Who's to say they don't already do backup's on a regular basis...

    +
    0 Votes
    jruby

    Under "My Network Locations", use Add A Network Location for each share on the remote machines. Once the network locations have been created, you can drag them to your desktop or other favorite location.

    Hope that helps.

    Jim

    /* if you think the problem is bad now, wait until I solve it */

    +
    0 Votes
    pennyfant

    I opened the discussion about getting a server when I got here. I guess I'm needing to exhaust other workarounds before I insist that that is the only real solution.

    We do have our backups automated.

    I have shortcuts in place - but I'm having to go to 3 machines to find client files since some of the work is on my machine unless I always take the time to navigate to their machines to do the saves as I'm working on a file. And also because some cases are being worked on by both attorneys I'm not always sure who has the files, sometimes they both have pieces. And since I've only been here 6 months there are constantly calls from clients I have no idea who worked their cases. If their case has been archived it's on another drive, so that's 4 places to look.