Q&A: Syncing Case Files on the iPad for Court

It’s amazing to discover the cost of  practice management software.

Some options cost several thousands dollars per month, not including the overhead of training, installation, and regular phone calls to an IT consultant. Many attorneys, especially those who work in the public interest, have been delighted to discover the benefits of using low-cost web-based applications such as Dropbox as a workable alternative.

One reader asked about syncing his iPad with his computer for a high-volume criminal practice.

Q: I do mostly court-appointed indigent defense.  So, I have to deal with volume of files vs. volume of discovery. I have TrialPad, GoodReader, and Dropbox.  (1) When I first setup a file which one, of the three mentioned, should I use? I am leaning towards TrialPad. (2) Have you found any issues with file names across platforms (eg, Windows, Android, Mac)?  – Lance, Washington.

Until recently, I also had a high-volume practice as a prosecutor. I can certainly identify with handling a large number of files without much time to get organized. Fortunately, the iPad helps you stay organized, so long as you keep your documents electronic. I mean it: if you can help it, don’t print anything.

Here’s how to get started:

1. Open an account with Dropbox. Install the program on your computer. Open your Dropbox folder (save a shortcut on your desktop) and right-click to create a new folder called, “Open Cases.”

2. Download the GoodReader app on your iPad and open it.

3. Within GoodReader, select “Connect to Servers” and “Add” to connect to Dropbox. Now, your GoodReader app – which is your iPad file cabinet – is connected to your office.

4. Time to sync: within GoodReader, select “Connect to Servers,” click on Dropbox, tap the folder “Open Cases,” and select “Sync” (the bottom center button). Click “Proceed” and select “Download Here and Sync.” Keep the default settings and click the blue “Sync” button.

5. Now, whenever you open a new case at the office, use your computer to create a new file folder within Dropbox under “Open Cases.” For example, you would go to your Dropbox folder, click on “Open Cases,” right-click and create a new folder for “John Doe.”

6. As you work on the case, save everything you write for “John Doe” (case memoranda, client letters, discovery, plea offers, exhibits) to the corresponding Dropbox case folder.

7. Before you leave for court, open GoodReader on your iPad and click “Sync” (located next to Web Downloads). Everything you saved to your Dropbox will appear in your Open Cases folder on your iPad.

That’s it – a few minutes for setup, and then everything you ever need is saved and synced on your iPad. As background, I worked on a desktop computer with Microsoft XP, saved documents to Dropbox (.doc, .pdf, .mp3 files), and had no trouble syncing to GoodReader. I never use TrialPad to store documents, although it’s a good presentation device for trial.

Once you’re synced, this is your daily routine:

Work on the case and save your files to Dropbox at your computer.

Sync GoodReader on your iPad and go to court.

Let me reiterate how helpful it is to run a high-volume practice with GoodReader. Once you go through the above steps, simply save to Dropbox and click sync on GoodReader. Your case documents are always available and never lost to file cabinets or desk drawers.