Legal Information Processing

Outcome 1 - create file directory/folder structures for spreadsheets and databases

Practical skills

The candidate will be able to:

1. create directories/sub-directories and folders/sub-folders to organise files
2. modify a directory/folder and update sub-directory and sub-folder structures:
   • name
   • re-name
   • move
   • copy
   • delete
3. produce screen-prints of file structures.

Underpinning knowledge

The candidate will be able to:

1. describe the importance of file management within spreadsheet and database file structures
2. identify the file extensions used for spreadsheets and databases
3. identify the media available for storage eg hard disc, floppy disc, CD-ROMs, memory sticks
4. describe the importance of backing up data
5. identify ways of protecting data on a computer
6. explain the importance of maintaining a safe, clean and tidy work environment whilst using IT equipment.

Outcome 2 - use spreadsheet software to create, modify and present data

Practical skills

The candidate will be able to:

1. log onto system
2. access a spreadsheet application
3. create new and rename worksheets
4. input and edit data including titles and headings eg expert witness fees, client fees, income/expenditure for staff, conveyancing fees
5. format columns, rows and cells appropriately:
• insert
• delete/clear
• copy and move
• adjust
6. use enhancements to improve presentation of data:
• bold, italics, font size, borders, shading
• left, right, centre alignment
• currency and decimal alignment
7. enter formulas to perform simple and multiple calculations:
• add/SUM
• subtract
• divide
• multiply
• average
8. sort data into alphabetical or numerical order
9. insert headers and footers
10. name and save spreadsheet files
11. select page orientation ie portrait or landscape, and fit to one page
12. select and print:
    • a whole spreadsheet/worksheet
    • formulas
    • gridlines
    • row and column headings
13. produce charts/graphs as required ie pie, bar, column, line
14. format charts/graphs as required:
• legends and data labels
• titles and axes
15. name, save and print charts/graphs.

Underpinning knowledge

The candidate will be able to:

1. identify the purpose and use of spreadsheets in the legal environment eg for clients, fee earners
2. identify the basic structure of spreadsheets eg cell references, rows, columns, formulas
3. identify the basic structure of a chart/graph and describe the importance of using legends and data labels, titles and axes.

Outcome 3 - use database software to create, modify and present data

Practical skills

The candidate will be able to:

1. log onto system
2. access a database application
3. create and modify a simple database using appropriate field names and data types ie text, number, currency, yes/no,
4. create, amend and reformat a basic data entry form to facilitate data input
5. input and edit data
6. select and use a primary key
7. format fields/records as required:
   • insert
   • edit
   • delete
8. perform primary and secondary sorts ie alphabetical, numerical, chronological, alpha-numerical, ascending and descending orders
9. produce simple reports using headings and sub-headings
10. use enhancements to improve the presentation of data in reports:
    • bold
    • italics
    • font size/style
    • borders
    • shading
11. create a query to specified search criteria
12. apply relational operators:
    • equals to =
    • greater than >
    • less than <
13. insert headers and footers in queries and reports
14. select and print page orientation ie portrait or landscape
15. name, save and print database structures ie reports, queries, tables

Underpinning knowledge

The candidate will be able to

1. identify the purpose and use of databases in the legal environment eg to record client details, expert witnesses, research documents
2. identify the differences between a field, a record and a file.

Outcome 4 - explain the role of case management software in legal practice

Underpinning knowledge

The candidate will be able to:

1. describe the general principles of case management software
2. describe the advantages and disadvantages of using case management software for the business and the client:
   advantages eg:
   • speeds the legal process up
   • cost
   • manpower/resources
   • standardisation eg using templates
   • automated processes eg document preparation, diary
   disadvantages eg:
   • inflexible
   • expensive start up costs
   • training costs
3. identify the different areas of law where the use of case management software would be appropriate and explain why it is used in these areas:
   • debt recovery
   • conveyancing
   • probate