The Gazette 1993

JAN/FEB 1993

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A Fount of In-House Knowledge? Information Retrieval Systems

user's specification. It is important that the database design feature should include the following: • Allowance for modifications to include future requirements of the user. • Capability to include both indexed and non-indexed text. • Capability for future modification and amendment. The database design should be structured to provide for access and searching by reference to a range of detail such as topic, classification, author, title, publisher, date etc. The vital strategic decision to be made with regard to database design is whether text is to be incorporated in full (i.e. the full text of each item being input either manually or through OCR) or whether there is to be a linkage between the system and imaging or micro-filming systems. Another option is to provide for bibliographic reference only; storing the materials either on their existing files or in a central source such as an in-office library. Search and Retrieval Searching facilities are usually pre- ordained by the system itself although user screens should be capable of modification to ensure that they are as simple to use as possible. It is vital to the successful acceptance of a searching facility that users understand how to construct searches and avoid results which are imprecise or too broad. Report generation and output design in most systems can be adapted and modified by the user to provide for screen displays, print-out of search results and regular current awareness bulletins for distribution to users.

made more efficient with a consequent rise in client service standards. • Intangible cost savings are made in terms of fee earner time. Clearly such systems require resources for their establishment and operation. In addition, and of their nature, such systems need elements of automation to make them operate effectively. 2 Automation Automated information retrieval systems allow for the stpfage and retrieval of text in a random fashion. They provide the means to structure, collate and store details of published and unpublished items relevant to the work of a practice. Effective use of these systems requires adequate identification of a firm's information needs and the resources to structure and input the appropriate materials. They allow for random access to a varied range of materials and the compilation of different outputs and reports suited to particular enquiries. In addition, searching capabilities of specialised systems can be constructed so as to replicate the human thinking process. 3 Specialised information retrieval systems can be operated on anything from a stand-alone PC to networks or central processors. Information retrieval systems consist of three basic functional elements.

by John Furlong, Solicitor

One of the primary functions in any legal office is the management of information. This fundamentally requires a system to allow for the collection, interpretation and dissemination of relevant materials. The successful management of information is crucial to the effectiveness of any practice. Certain materials are organised in a structured fashion which facilitates this management. For example, word processing documents and precedents can be collated within libraries and word searching facilities within the published materials in text books or in volumes of precedents can usually be easily located using either a table of contents; a volume index or other bibliographic reference. Difficulties arise in all practices with the retention and subsequent use of other non-published materials which are considered worthy of retention for further use. These include office memos, letters to clients, counsel's opinions, lecture notes etc. The random and unstructured nature of these materials makes it difficult to organise them in such a way as to make them available for easy reference or retrieval. Building an Information System There are clear advantages to a coordinated and structured system f or the collection and subsequent retrieval of such materials. 1 • Valuable materials specifically relevant to the work of the Practice are archived and available for future use. systems can be used to retrieve Particular documents. Equally,

• Database design.

• Search facilities.

• Report and output generation.

Database Design By far the most important aspect is database design which will either be preset by the supplier or can be customised or fully built to the

• Repetition and duplication of research is avoided.

Most specialised systems operate on the basis of Boolean and positional

• Access to information sources is

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