All About Legal Notebooks
In the world of legal notebooks, size, format, and organization can vary widely. However, there is a common thread that distinguishes them from the notebooks typically used by other professionals. A legal notebook must be able to withstand the rigors of a courtroom or law office, as well as provide features that are uniquely suited to the needs of lawyers and legal professionals.
A legal notebook is, first and foremost, a journal or notepad designed specifically for legal work . It is often larger than other notebooks, so that the lawyer has ample space to take detailed notes. Legal notebooks typically feature pages that are already numbered, an edge-to-edge, firm cover to enable writing while on the move, and a classic black color that projects professionalism.
Some legal notebooks also feature pre-perforated pages that can be easily removed for filing purposes. There are also now electronic legal note taking systems available that lawyers have found liberating, including for quick secretarial work.
Selecting a Legal Notebook
Choosing the right legal notebook is essential for ensuring that you have a tool that enhances your law practice rather than hinders it. The following are some things to consider when selecting which notebook is best for you:
Size
Legal notebooks can come in a variety of sizes. For those who will be taking a notebook from one meeting to the next, or to other locations during the day, a smaller notebook is often preferable. Larger notebooks can be used as a "reader’s notepad", keeping all of your notes and study materials in one location, or they can be kept for strictly archival purposes, served after the case is over.
Format
Different formats are available, including 8.5 x 11 and 8 x 14.5, but both should be professional looking and about the same size as the letter paper so that document copies will fit in the notebook. They should also have clearly marked page numbers to help you quickly find pages and your important notes. Pages should be perforated so that you can remove them and use them when needed, and the binding system should allow for front and rear access as well. Some people prefer top wire bindings while others choose legal notebooks that can have a top or side.
Paper Quality
The paper quality will have a significant impact on the notebook’s longevity. The paper should be not only thick enough to resist ripping and tearing, and to resist ink bleed, but it should also be smooth so that writing on both sides of the page is easy.
Binding Types
The sturdiness of the binding system is essential if the notebook is to be carried around. Many legal notebooks feature a built-in pen holder that is a good option so that you will not have to worry about losing your pens, although he clips can make it a little more difficult to navigate through the notebook. The notebook should lay flat and easy to flip. Ring systems are popular because these types of binders are easy to open and re-open without destroying the journal, but top and side binding systems also have their advantages.
Legal Notebook for the Courtroom and Office
Notebooks can be divided into two general categories for legal work. Notebooks in the courtroom or for depositions (e.g., a shotgun notebook) are typically made of heavier paper stock, wider than standard notebooks, without margin indicators on the left side and without any side perforations. Notebook edges are often designed to line up with standard 2 1/2” x 4” tabs. Office notebooks may have ruled left margins with indented margin indicators, perforated edges for easy removal, and may have narrower widths than those for courtroom use. Office notebooks can contain specialty sections for specific types of work such as Client Disclosure Statements, Demand Letters, Cover Letters, Interrogatories, Complaints, Documents Transmitted, and Pleadings.
Digital Legal Notebooks
Digital legal notebooks offer advantages in terms of storage and sharing. With their cloud-based storage capabilities, they allow easy access to notes anytime, anywhere. This means that data can be synced automatically across all devices, making it simple for users to retrieve notes during an emergency or sales meeting. Not only do digital notebooks provide a seamless experience, but they also make storage and organization easier. In a paper notebook, it’s too easy to lose key information, and once the ink is dry, you cannot edit it.
From a security perspective, cloud-based note applications have a clear edge over paper notebooks. Paper can be damaged or lost, and data can disappear as people move or change jobs. These are inevitable risks that have not gone away, even with technological advancements. Cloud storage , on the other hand, is backed up virtually, and the data is secured online. In addition, digital notes can be encrypted to prevent external use. Moreover, the data on ordinary paper can be copied if it’s not stored securely, with the copies being duplicate originals. Similarly, electronic documents can easily be shared and retrieved in seconds.
Digital notebooks also offer advantages in terms of sharing, collaboration, and distribution. Multiple parties can share and synchronize digital notebooks, providing real-time information regardless of each user’s location. Digital notebooks can also digitally track each user and share information as needed, making it easier to collaborate with team members and work without confusion. Finally, digitized notes can be assigned to other users, making the rebuilding process easier.
Storing and Preserving Legal Notes
Once contractors are up and running with legal notebooks, best practices support keeping the same work habits when it comes time to store the notes. Typically, the process involves separating copies of notes from original notes. The original notes (i.e., electronic copy) are saved to a specific location on your device or system (more on that in the file organization section below) to avoid accidental erasure, loss, or edits. Copy notes, if applicable, are saved to a different location on your computer than where the originals were stored. If you were using a Redwing notebook, these copies would be the duplicates made at the time of purchase, which did not have the stamps pressed into them. If you are using an Avery notebook for the first time, there will be no duplicate. Therefore, these copy pages would be something you printed out at a later date. With regards to folder naming conventions, consider including the date of the original notebook entries, a short description of the subject, the date of the duplicate printout, and/or a descriptor for the intended recipient of the duplicate. Such descriptors might include "Employee Training," "Project" or the name of a specific person. As for the actual storage of the notes (copies or originals), they should be stored in a program where they can be easily searched and retrieved. For example, for digital notes you might save them into a program like Microsoft Word, Evernote, OneNote, or Google Drive. Using any of these programs, you can easily search for the notes you need without having to rummage through a pile of notebooks.
Best Notebooks and Brands
Unofficially and officially, the top brands in legal notebooks include the following:
Moleskine
The Moleskine Classic Notebooks are arguably the most popular notebook on the list. They’re compact, affordable and classic, which is how they earned their place in the nerd culture as part of the "epic road trip". The hard cover, elastic closure, removable inserts and sticker sheet are great bonus features, but the superior quality paper is what makes this legal notebook rise to the top.
Pros: In addition to the exceptional quality of the construction, there’s a large variety of options that gives you the ability to customize your notebook based on your needs. You can choose from sizes (A4, A6, or A8), covers (hardcover, softcover, or leather notebook), page layout (plain, lined, squared, or dotted), and color (black, brown, red, green, or blue). Popular among students, school staff, professors, and academics for its trusty construction and design.
Cons: Although they are well-crafted, the normal-sized Moleskines aren’t known for their large amounts of pages, and some legal professionals prefer the bigger notebooks.
Recommended: Classic Notebook – A6, ruled, 240 pages; Evernote Smart Notebook – full-sized, choice of page pattern and ruling; and Smart Notebook – pocket-sized, choice of page pattern and ruling.
Leuchtturm1917
With a somewhat confusing name, the Leuchtturm1917 (pronounced "Loyt-tome" by the way) journals are quite debatable. Some people love it, and some people swear by it. Others say it’s not worth the price, and think it’s overrated.
Pros: Like the Moleskin, it has structure and class but with a bit more pizazz. The softcover is slightly more flexible than the Moleskine. It features numbered pages, page markers, stickers, a pocket at the back, and a blank table of contents to help you categorize your notes. Great for meetings and court observations, it makes excellent organizational sense for your legal needs.
Cons: Some people feel the pages are too thin and bleed easily. Others feel the size of the hardcover is too bulky to fit in a briefcase .
Recommended: Bullet Journal, Ruled, A5; Softcover Journal, Dotted, A5; and Reporter’s Notebook & Tapes.
Rhodia
Highly praised by all that have used one, the Rhodia paper is premium for certain. Highly durable, these notebooks are great for individuals on the go. Cadwalader, Wickersham & Taft LLP utilizes them for all of its litigation matters. Shearman & Sterling LLP awards them to summer associates and interns based on their academic work to present instead of award letters. They’re pretty legit.
Pros: While it does lack a bunch of extra features like the Moleskine or the Leuchtturm, it’s a simple but effective business notebook. This brand features slight stitch binding at the spine to make sure the pages hold, and the pen loop will keep your pen close at hand -always convenient. It can handle a fair amount of fountain pen ink, and is available in multiple sizes and colors.
Cons: Its size is its downfall; although, it does fit comfortably in your pants or jacket pocket.
Recommended: Rhodia meeting book; Rhodia No 18, lined, A5; and Rhodia Agenda.
Lamy
Lamy is one of the most popular and sought-after brands for any type of notebook or writing instrument. Lamy was founded in Heidelberg, Germany in 1930. The company creates high-quality products that apply the newest technology to ensure that every pen and notebook they sell is not only efficient but stylish. Lamy focuses on the use of metal parts and premium writing materials, producing high-quality products designed for longevity. (Bonus: Lamy pens last twice as long than most common ink pens!)
Pros: The Lamy whiteboard notebooks are great for any tablet or whiteboard marker. They perform well on most surfaces, leaving only a faint mark that can easily be erased. They’re durable too, and can be found that will even fit into your 3-ring binders. The Lamy topbound notebooks are a great addition to your courtroom routine, as you can pull out field notes or witness statements at a moment’s notice.
Recommended: Lamy Studio Notepad Paper with Cover and Lamy Whiteboard Notebook.