In addition to talent and experience, software can play a significant role in the success of any litigation support initiative or trial environment. Do you need to rename a series of files? Remove the header information from a database? Delete a volume name from a load file? The solution to most litigation support tasks is determined by an individual’s experience with available software, both within and outside of the legal industry. These 26 solutions and utilities, many of which are open source, can address several common situations or needs that could develop within a litigation environment. Most importantly, one need not attend a 6 week seminar or read a 500 page user manual – they are easy to learn and can be used by everyone from vendors and Senior Partners to seasoned Litigation Support Managers.
I typically have all of these applications installed on almost every computer I use, or at least copied to a USB thumbdrive in case I need the installer. These applications can save a significant amount of time performing a defined task and are considerably more economical than commercial counterparts.
1. Greenshot
Taking a quick screenshot of a document, image, website, graphic or video has become a common task within the workplace. Attorneys and litigation support professionals will routinely perform this task when preparing trial presentation graphics or document “call outs.” Unfortunately, many of the commercial solutions are often more of an expense than a utility. Greenshot is an open source application available via SourceForge and can easily serve as a primary screenshot tool. Residing in the system tray, GreenShot is a utility for taking captures of an entire screen or region, and supports popular image file formats such as JPEG.
2. VLC Media Player
There are several universal media players on the market today, but few can compare to VLC in terms of price and quality (it’s free and can play virtually any media file). The product supports native DVD .vob playback, so litigation support professionals who routinely engage in reviewing deposition DVD’s or the quality of video streams will find this versatile open source media player to be a welcome addition. The application supports the capture of video snapshots, codec & media information and the ability to capture/save several forms of streaming media from a network or website. As an added perk, VLC includes most of the audio/video codecs that a computer would need within the installer.
3. FileZilla
When large files need to be sent, such as a .zip of documents to be produced or video clips, the utilization of an FTP client for file transfer can be used to accomplish the task. If you operate your own web server and can connect to a public folder, FileZilla will enable you to easily transfer files via a simple drag-and-drop style interface that is similar to Windows Explorer.
4. Virtual ImagePrinter
In litigation, we consistently move between various image file formats – opposing counsel could send a motion in a PDF and it may need to be converted to a series of TIFF images. The description from SourceForge says it best: Virtual ImagePrinter is based on the Microsoft universal printer driver. ImagePrinter can print any document which can be printed in your Windows system to the one or many BMP, PNG , JPG, TIFF or PDF files. This can be an excellent utility for trial presentation specialists who would like to quickly generate a series of images from a document.
5. Freemind
The ability to diagram an argument, network or database structure can make life significantly easier. While there are multiple Microsoft products that can be used to create a visual depiction of concepts, Freemind allows the user to connect these ideas via a series of “maps.” The maps can be printed as an outline of a diagram or saved as an image. This can be an invaluable tool for database administrators who would benefit from a chart or diagram of a database’s structure, or a series of connected databases (i.e. concatenation in Concordance).
6. Textpad
The limitations of Wordpad and Notepad aside, every professional should have a robust text editor at their disposal. Textpad, a shareware licensed application, offers advanced features that database enthusiasts will benefit from, such as line numbering, row highlighting and block select. In addition, Textpad integrates into the right click context menu within Windows after install, so professionals can always select Textpad as an immediate option when opening a file. The vast majority of power users install an advanced text editor on almost every PC they use. Personally, Textpad is my default “open with” option for every load file or script.
7. 7-zip
7-Zip is the utility of choice for many when attempting to open .gz, .tar, .zip or .7z files. It is lightweight, integrates into the Windows right click menu structure, supports the vast majority of compressed file formats and can quickly expand the information. In addition, 7-zip enables a user to immediately export the contents to a folder directly from the context menu, which can save valuable time when processing multiple files at once.
8. Ant Renamer
Every database administrator has needed to rename a batch of files, and so have many attorneys, paralegals and support professionals. Whether you are just one number off from a series of exhibits or would like to save individual pages from a PDF to JPEG, a batch renaming utility can perform a task in seconds that would traditionally take hours when done individually. For example, if you have a series of JPEG images that you would like to rename to “Exhibit-001, Exhibit-002, etc.” the folder can be selected, a prefix & suffix can be chosen and the batch operation will run. Use with caution and when initially using the program, practice renaming files that have no real importance. Many users elect to create another copy of the original files and naming conventions as an added precaution.
9. WinMerge
After one has renamed a batch of files, perhaps they need to compare either the folder structure or the individual files themselves. WinMerge offers a user the option to examine the contents of a folder or the visual difference between a series of text files. This application can be a true lifesaver when comparing the differences between individual load files or when monitoring updates to a particular plain text document.
10. SyncToy
Backing up data is a necessary evil in litigation – it is estimated that a hard drive fails somewhere in the world every 18 seconds. The statistic is comforting, except if it’s time for your 18 seconds. Redundancy can be a make or break aspect of any project, and SyncToy is Micrsoft’s solution to mirroring content between locations. While there are other options on the market, SyncToy’s simple and basic user interface make it one of the least intimidating options when attempting to keep a backup location in sync with an active folder.
11. Audacity
Few software applications have as much universal appeal as Audacity. Professional audio editors such as Adobe’s Soundbooth can be expensive options for the casual user. Audacity is perhaps the most robust freeware/open source audio editor available, and it is an application that I keep installed on every computer. With the ability to edit multiple tracks and encode to either .wav or .mp3 (using the freely available LAME encoder), Audacity can assist in editing audio surveillance tapes, phone recordings, deposition audio or any other sound needed to be edited or enhanced for courtroom presentation. Several Federal courts opt for proceedings to be recorded in lieu of transcribed. Audacity can be an excellent option for enhancing streams, and features built in presets and effects such as bass boost, audio filtering and level adjustment.
12. Google Sketchup
A license of Autodesk 3ds Max 2010 costs over $3,500 and features a user manual of almost 3,000 pages. As an experienced 3ds Max user (or “Max” as we typically refer to it) the software is not for the faint of heart or for someone who needs to go from novice to pro in a day. It’s just not possible. Thankfully, Google offers a free version of their application SketchUp, which enables a user to create 3-dimensional shapes, diagrams, buildings and objects in an environment that can be mastered in a matter of hours. SketchUp has been used on patent, product liability and criminal cases, and is an application that can enhance a litigator’s ability to express an argument, demonstrate a concept or clarify a point. SketchUp’s toolset includes many of the fundamental features found in full fledged 3d packages, including the ability to manipulate vertices, extrude 2d shapes into 3d parts, model, bevel, texture and render. A pro version offers additional features geared toward rendering, project export and presentation.
13. SUPER
Video is one of the most challenging mediums to work with – bit rates, audio quality, managing multiple streams and the bevvy of file formats and codecs can complicate even the simplest of tasks. SUPER, a freely available media encoding platform and manager, allows a user to convert audio and video files into a variety of formats, containers, bit rates, audio quality settings and compression factors. For litigation professionals, and especially ones involved in the management or conversion of video depositions, the built-in que manager enables one to create a project with multiple streams and task the software to process as a batch. This can save a considerable amount of time, especially since most video depositions are provided across multiple DVD’s and quality, compression and the format are imperative.
14. Gimp
For purests, such as myself, there is no true alternative to Adobe Photoshop. For experienced graphic designers and information design consultants, the flexibility of Photoshop and its extensibility within the Creative Suite is unmatched. GIMP, however, is the next best thing in the landscape of graphic design and photo manipulation tools. GIMP offers many of the same features of Photoshop without the $699 price tag. GIMP supports almost every image file format on the planet, including Photoshop’s native file format .psd, and can be installed on Windows & Linux based PC’s. The light footprint, minimal RAM requirements and virtually absent system resource demands make GIMP a top choice for casual or frequent users who need to edit an image, adjust a photo, rotate a graphic, alter colors, apply filtered settings or recalculate the brightness or contrast of an image.
15. inVentory by inData
There are only a few free e-discovery applications on the market. inVentory by inData Corporation can be used to create valuable project estimates, primarily of digital information, which can assist in establishing an objective range of costs. The application can analyze a specific source (i.e. a folder or drive) and provide details such as the file extensions and size of the files. This can be especially valuable for litigation support professionals who are involved in the discovery process, as they can provide this report to the attorney and client. It can also be a helpful benchmark for analyzing how long it will take to complete a given project (i.e. x amount of digital files will take y amount of time to process).
16. InfraRecorder
Whether burning project discs or images of entire computer systems (and even your favorite mix CD) the built-in CD/DVD burning applications with Windows XP and Vista are sub-par. Yes, data can be written and appended to the volume, however many legal professionals could benefit from a more versatile utility. InfraRecorder supports a wide range of options, including the ability to create mixed-mode projects, create images using multiple standard image files (i.e. ISO, BIN, CUE), append to multi-session discs (meaning you can take the disc to other computers before completely closing it) and fixate the lead-out information of discs. The ability to support multiple drive types means the software can be deployed using any commercially available CD/DVD writer.
17. MediaInfo
Of all the applications and utilities listed, MediaInfo is perhaps the most straightforward – the application integrates within the Windows right click menu and Desktop, and allows a user to right click or drag a media file onto the icon which will then display the exact specifications of a media file. For example, if you have received a video clip from another source or have a deposition video, if you right click on the file and select “MediaInfo” the specific properties of the file (codec, bit rate, container, audio quality and compression, etc.) can be viewed.
18. InkScape
Adobe Illustrator is the top vector based drawing application on the market, however the exceptional cost will price many out of the market. InkScape, a free and adept alternative, enables a user to create vector based drawings that can be both mathematically correct and color specific. Everything from detailed technical illustrations to simple shapes can be created in InkScape, and the relatively easy to learn user interface enhances the application’s ability to be a resource for users of almost every level. InkScape includes what most consider to be the most important part of every vector illustration application – the “Pen” tool – which is vital for the creation of precise lines and defined curves. It also supports autotrace, a tool for converting images (like a photograph) into a vector graphic.
19. MediaCoder
Between SUPER, MediaCoder (and if you’re lucky enough to have Adobe Creative Suite CS4, Adobe Media Encoder), virtually any audio or video file can be converted, compressed and altered to your liking. MediaCoder, a free application that encodes audio and video files, supports many of the same features of SUPER but with an improved user interface and the ability to directly rip and encode media. This can be useful for video production specialists who need to convert batches of video or other multimedia information. Fortunately, the application includes all necessary codecs and supports the conversion of streaming media.
20. jEdit
jEdit is most commonly referred to as the “programmers text editor.” The application is written in Java so it can operate on almost any platform (Windows, Mac, Linux) and supports syntax highlighting for almost every mainstream programming language. How can attorneys and litigation support professionals benefit from jEdit? Cases that involve the analysis of programming language or source code need to be viewed within a native viewer. jEdit can be an excellent resource for anyone who need to edit or view source code, find/replace, search and view multiple character encoding types. The application can also serve as a native viewer when opening native files from a database application such as Concordance.
21. Eraser
Information and data security are (or at least should be) paramount considerations in ANY litigation. One of the most important steps that should be undertaken in data security is the precise deletion of data. External hard drives exchanged between ediscovery vendors and older desktop/laptop computers need to have the data that has been written to them securely deleted. Eraser, a free application via SourceForge, can securely delete files, folders and previously deleted information. The user can select several different erase methods, each offering a different level of erasure protection. The application also includes a scheduler for regular maintenance.
22. GanttProject
Project management is a critical component of litigation, and the scheduling of events and tasks can be depicted visually through a timeline. A Gantt chart is a project management tool that allows information to be shown as a series of related elements. GanttProject is a free project management utility which enables a user to input a series of tasks and dependent resources, and then display that information on a linear timeline. This can be a valuable tool for demonstrating the process, steps and tasks required to complete various aspects of the litigation. The timelines and charts that are generated within GanttProject can be saved as images or printed across a series of pages.
23. CamStudio
Some cases require the recording of specific actions that can best be demonstrated through a video. CamStudio is a straightforward screen capture and recording application which allows a user to record all screen based actions, either via a fixed region or via the entire Desktop. The recording can be saved as either a standard .AVI video file or compressed into an Adobe .SWF file. While CamStudio does not allow for editing like its commercial counterparts Adobe Captivate or Camtasia, for those who need a no-frills screen recording application CamStudio is an excellent option.
24. Folder Size for Windows
Folder Size adds a column to the Windows Explorer list view, and displays the actual total size of folders displayed in the current tree view. The sizes are displayed immediately, as opposed to right clicking on the folder, selecting properties and waiting for the size to be populated. Folder updates occur in real time and scanning is done in the background.
25. WindowsPager
As an avid Linux user, I routinely use multiple desktops, especially when working with databases or when programming. The ability to extend multiple desktops within one interface enables me to work faster and more efficiently – no more switching between applications when working on multiple tasks. WindowsPager creates virtual desktops for a user to switch between, supports 64 bit computing, the Windows drag and drop style interface and dual monitors.
26. Metadata Extraction Tool
With the advent of LAW and DiscoveryCracker, metadata extraction and viewing is accomplished with relative ease. However, the cost of these products, and others like it such as EnCase, often prevent the solution from being present on multiple machines or for every user. While there are really no alternatives to these commercial applications, the Metadata Extraction Tool developed by the National Library of New Zealand allows one to extract metadata from various file formats (i.e. PDF’s, Microsoft Word documents, JPEG, TIFF, MP3, etc.) Data can be viewed in an XML output and an administration panel allows file format containers to be customized.
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