Technology Barriers  for  Small Firms Tom O’Connor: toconnor@legal-edocs.org Craig Bayer: cbayer@lawot.com Alexandria Fe...
ESSENTIAL BOOKS ●● “ How to Start and Build a Law Practice” by Jay Foonberg ● “ Flying Solo” - ABA Contributors ● “ How to...
THE $10,000 LAW OFFICE: 4 Users ▸ Computers ▸   Windows Small Business Server ▸  Scanner ▸ Network P rinter ▸ Gigabit Swit...
Server ● Choose over  Workstation ● 2GB to 4GB Ram ● Redundant Systems ● Raid 5 Configuration ● Affordable ● Harder to Set...
Small Business Server ● Microsoft Exchange ● Microsoft SharePoint ● Automatic Patching (WSUS ● Fax Server ● SQL 2005 (Prem...
WIFI  NETWORKING ●   Configurations ▸   The most common type is now the faster 802.11g - many laptops come with it already...
DESKTOP PC ● Speed ● RAM ● Sound ● Monitors ● DVD-ROM ● Hard Drive ● Operating System ● Must have Warranty ● Price ● Brand...
LASERJET PRINTERS <ul><li>Type  </li></ul><ul><li>RAM </li></ul><ul><li>Speed </li></ul><ul><li>Networkable </li></ul><ul>...
Scanner <ul><li>Type  </li></ul><ul><li>Speed </li></ul><ul><li>Software </li></ul><ul><li>OCR Considerations </li></ul><u...
Firewall / Router <ul><li>VPN </li></ul><ul><li>Monitoring </li></ul><ul><li>Port Forwarding </li></ul><ul><li>Antivirus /...
Switch <ul><li>Gigabit </li></ul><ul><li>No Daisy Chains </li></ul><ul><li>Cat 5 or 6 </li></ul><ul><li>Most Critical Piec...
USB Hard Drive <ul><li>Tape vs USB </li></ul><ul><li>Easy to Restore </li></ul><ul><li>Rugged </li></ul><ul><li>Used with ...
HANDHELD DEVICES <ul><li>BlackBerry </li></ul><ul><li>Smartphones (Palm) </li></ul><ul><li>Smartphones (Windows Mobile) </...
OTHER COMPONENTS ●    Monitors  ●   Electrical Protection Systems   ●  Ergonomics Backup UPS: $220
The $10,000 LAW OFFICE:   SOFTWARE   ▸  Word Processing ▸ Adobe Acrobat or other PDF writer ▸ Billing/accounting software ...
BUNDLED SOFTWARE <ul><ul><li>Microsoft Office Basic – Outlook, Excel, and Word, Adobe Standard (docx v doc) </li></ul></ul...
BILLING & ACCOUNTING SYSTEMS ●    Most packages are becoming integrated. ●  Timeslips requires you to also have an account...
CASE MANAGEMENT SYSTEMS ●  Combines      ▸   calendaring/docketing    ▸   tickler functions    ▸   case information tracki...
DOCUMENT MANAGEMENT SYSTEMS ●  Opened Ended vs. Close Ended     ●  SharePoint is a DMS ●  Most Practice Management Softwar...
Dictation ●  Dragon Natural Speaking     ▸   Has a legal edition ($1200)   ▸   Get Preferred ($199) or Pro ($899) ●  Vista...
WINDOWS XP or VISTA? = = Windows XP Pro is the safe choice and likely to be available through 2007 and well into 2008 Wind...
LEGAL RESEARCH   ●  Get it online!   ▸   Dump the CD-ROMs   ▸   Discontinue books  ●   Th ere is no single “best” legal re...
ANTI-VIRUS ●  Trend Micro Client Server Messaging ▸ www.trendmicro.com ▸ Includes anti-virus, anti-spam, anti-spyware ▸ Av...
PRICING  <ul><li>Leverage Web-based PC component pricing engines and save a fortune! </li></ul><ul><li>Membership Discount...
TRAINING <ul><li>Top Training Tips </li></ul><ul><ul><li>TASK-ORIENTED not  FEATURE-ORIENTED </li></ul></ul><ul><ul><li>NO...
<ul><li>Fifty or fewer employees.  </li></ul><ul><li>In business in the state for at least three years, contributing and i...
<ul><li>Microsoft Small Business Server  $2000 </li></ul><ul><li>PC’s:    $1000 each </li></ul><ul><li>Multi Function Prin...
Thank You For Listening!   Gulf Coast Technology Center www.gulfltc.org Tom O’Conner (toconnor@legal-edocs.org) Craig Baye...
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Technology Barriers for Small Firms

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  • Don’t forget to call Eric!!
  • ● Speed : Dual or Quad Core Processor ● RAM : 2 Gb to 4 GB ● CD-ROM : Get a DVD Drive for faster installs ● Hard Drive : Raid 5 Configuration. A Hard Drive can fail and you will not lose all data ● Operating System: Small Business Server 2003R2, Standard or Professional ● Network Card : 2 Network Cards ● Price : $2000 to $3000 ● Brand : HP and Dell ● Service Contract : 3 Years Next Day Parts
  • WiFi Security Tips Activate “WEP”! (Wired Equivalency Privacy) WEP is not 100% secure but is far better than doing nothing Choose 128 bit WEP if available (v. 40 bit WEP) Turn OFF “SSID Broadcasting” Your WAP is less visible MAC Address limiting - only authorized users allowed Use firewalls - networked hardware firewalls and software firewalls on laptops and home PCs Software firewall tips: ZoneAlarm Pro Norton Internet Security Don’t be discouraged - it is worth the effort
  • Speed : 1.86 to 2.33 ghz Pentium Core 2 Duo or Athlon X2 Series ● RAM : 2 Gb (Needed for Vista readiness) ● Sound: for VR use a USB headset ● Monitors : 19-22” LCD flat panel (wide-mode preferred) ● CD-ROM : Must have a DVD Drive. CD-Writer/DVD reader (but at least one PC with a DVD-writer, if not all of them) ● Hard Drive : 80 Gb SATA II if LAN station, 120-500 GB if standalone system (10,000 rpm is best) ● Operating System: Windows XP Pro (Vista by June 2008) ● Network Card : 10/100/1000 wired ● Price : $900-$1500 ● Brand : Whatever works for you! HP and Dell or the industry leaders. Buy the business line, instead of the home line. ● Service Contract : 3 Years Next Day Parts ● Software : Office Basic comes with Word, Excel, Outlook and Adobe Standard for $149.00. It can only be purchased with a new computer and it is a steal.
  • Type : Laser printer (black &amp; white) is better than color inkjet for office use and much less costly to operate RAM : 64 Mb preferred (more is better) Speed : At least 15 pages per minute (faster is better!) Networking : It should be a networked printer Paper Handling : Less flexibility than standard laser printers – a second tray is a must Model Suggestions : Dell 1720DN, HP Laserjet 3390 or Color 2840, Brother MFC-9800 Price : $300-$900 Putting a Printer at ever desk encourages people to print. If you want a paperless office put a scanner at every desk and have a couple of networked printers.
  • Speed : At least 15 pages per minute (faster is better!) Networking : It should be a networked printer Putting a Printer at ever desk encourages people to print. If you want a paperless office put a scanner at every desk and have a couple of networked printers.
  • Offsite : Make sure you keep a copy of your data offsite. Test Restore: You should always Test Restore your Data at least once a month. Good firms do this!
  • Types : Blackberry, Smartphones (Palm), Smartphones (Pocket PC) Differences : Blackberry syncs with Outlook and to check more than e-mail, you need the Blackberry Enterprise Server software and Exchange Server Real-time always on email Palm Smartphones - 100% Palm devices - maximum syncability with legal apps - real-time email with software like SnapperMail Pocket PC Smartphones sync with Outlook and Microsoft apps primarily -more limited when it comes to legal apps like case managers Popular Models : Palm Smartphones : 650/680/700/755 Blackberry : Depends on the wireless provider - look for color, larger screen models with built-in cell phone Capabilities – BEWARE BLUETOOTH SECURITY Pricing : Anywhere from $200 to $600 depending on the cell service provider and available rebates
  • Monitors : ▸ 19&amp;quot;LCD at a minimum ▸ 19“, 20” or 22” is better and wide-mode is even better (40% more screen space than a 17&amp;quot; display — look for 600:1 or higher contrast ratios ▸ 17-19-20-22&amp;quot; LCD panels - from $150 to $600 ▪ Take up little deskspace and have no glare ▪ Look at “pivoting” displays for full page views ▪ Dual monitor capability too is HUGELY USEFUL! ●● Good Ergonomics: You need to be physically comfortable to be productive ▸ Consider a combination telephone and PC headset with a “Quick Release” feature (from HelloDirect.com or Plantronics.com) ▸ Consider monitor risers, foot rests, keyboard drawers and similar accessories as well as non- glare lighting, a supportive chair, an ergonomic keyboard and the right desk height (see www.CyberGuys.com) Optional? : Again, no way! ● Why?: Because every law firm experiences “unseen” electrical disturbances: surges and voltage drops ● Good: Most surge protectors over $15 are “safe” -consider low-cost UPS (uninterruptible power supplies) from companies like APC and Tripplite to protect your PC ● Bad: Any surge protector below $15 - especially the $5 variety of “power strips” typically offer no real protection ● Really Bad: Using nothing at all and hoping for the best ● Good Practices: ▸ Every device that plugs into any outlet needs protection ▸ This includes modem lines and network cables ▸ Leave no opening for a voltage surge to enter and damage your system ▸ Seriously consider a UPS for your PC
  • Software is the fuel that drives your law office system. You should have the following applications to run your practice: ● Software: ▸ One or both office suites and Adobe Acrobat or other PDF Writer ▸ Billing/accounting software ▸ A Case management system ▸ A document management system ▸ E-mail software and a web browser(s) ▸ Internet access for research ▸ Data backup, security and anti- virus software
  • Software to Bundle : Microsoft Office - Ver. 2007 Small Business Edition best for most firms since it comes with PowerPoint Least costly way to acquire Microsoft Office is “bundled” “ Professional” adds Access and FrontPage 2003 “ Basic” is Word, Excel, Outlook and Adobe Standard. Look for bundling of Adobe Acrobat 8 Standard Edition - it’s a necessity today and runs $220 - $275 if bought separately – then upgrade to Pro which adds Bates stamping Actual Acrobat is the best bet for creating PDFs because of its standardized security Dell effectively includes it free when you get a Microsoft Office version on Latitude and Optiplex systems Second Best – NitroPDF (www.nitropdf) - about $99 per PC Corel WordPerfect X3 Suite Can be less costly to buy it separately in an OEM version on a 1:1 basis with any new PC systems
  • Plantronics DSP 400 is $79.95
  • Windows Vista will be forced upon you starting June 2008. The good news is that most legal specific software works with Vista. 2 Rules for Vista Never Upgrade to it. Have at least 2 GB of Ram
  • Do not buy single user copies of Antivirus Software or bundled with workstation because the virus definition expirations will overlap and someone will forget and then you will get a virus. TrendMicro is the better then symantec and the 5 user edition costs $330 and is good for 2 years of virus definitions, which comes down $33
  • Your firm may be eligible for a number of “hidden” discounts on hardware and software systems Examples include membership benefits offered to members of various legal associations: If your firm is also an ABA, ATLA , ALA or other legal association member, you may be entitled to very significant software discounts ABA members get “additional” discounts from companies like Dell, among others These discounts can often save money even after you’ve secured the “best price” on hardware and software Also, are there any rebates?
  • No. 1 Training mistake = not training No. 2 Training mistake = training poorly Don’t make either mistake – implementing new technology without training your people properly usually creates more chaos than you had with the “obsolete” stuff before! Top Training Tips: Go “ TASK-ORIENTED ” not “ FEATURE-ORIENTED ” NO GENERIC TRAINING! Use legal-focused trainers/training content PROFESSIONAL TRAINERS Knowing software doesn’t = training ability TRAIN OFTEN, TRAIN GENTLY Make sessions as short as they can possibly be MAKE TRAINING MANDATORY Attendance should be a pre-requisite for new tools access LIVE IS ALWAYS BETTER, BUT IF NOT TRAIN ONLINE Via the web and your intranet (see below) THE TRAINER’S PHYSICAL LOCATION IS IRRELEVANT Use tools like GoToMeeting and WebEx
  • Transcript of "Technology Barriers for Small Firms"

    1. 1. Technology Barriers for Small Firms Tom O’Connor: toconnor@legal-edocs.org Craig Bayer: cbayer@lawot.com Alexandria Feb. 13, 2008 Louisiana Bar Association
    2. 2. ESSENTIAL BOOKS ●● “ How to Start and Build a Law Practice” by Jay Foonberg ● “ Flying Solo” - ABA Contributors ● “ How to Get and Keep Good Clients” by Jay Foonberg ● “ The Business of Law” by Edward Poll ● Visit www.lawpractice.org for ordering information
    3. 3. THE $10,000 LAW OFFICE: 4 Users ▸ Computers ▸ Windows Small Business Server ▸ Scanner ▸ Network P rinter ▸ Gigabit Switch ▸ Firewall ▸ Backup System ▸ Electrical Protection Systems ▸ Practice Management and Accounting
    4. 4. Server ● Choose over Workstation ● 2GB to 4GB Ram ● Redundant Systems ● Raid 5 Configuration ● Affordable ● Harder to Setup ● Must have Warranty Server: $2000
    5. 5. Small Business Server ● Microsoft Exchange ● Microsoft SharePoint ● Automatic Patching (WSUS ● Fax Server ● SQL 2005 (Premium Edition) ● Backup Solution ● Outlook 2003 to all Users ● Monitoring Reports ● Access to Workstation And Data Remotely ● Cheaper then Server 2003
    6. 6. WIFI NETWORKING ● Configurations ▸ The most common type is now the faster 802.11g - many laptops come with it already ▸ 802.11n (now called “Pre-N”) is the system to buy when it becomes formally available ▸ Causes problems running client server applications ● Cost ▸ WAP - $10 to $750 ▸ WiFi PC Access - $5 to $100 ▸ Wireless Print Servers - $50 to 300
    7. 7. DESKTOP PC ● Speed ● RAM ● Sound ● Monitors ● DVD-ROM ● Hard Drive ● Operating System ● Must have Warranty ● Price ● Brand Dell OptiPlex: $1061
    8. 8. LASERJET PRINTERS <ul><li>Type </li></ul><ul><li>RAM </li></ul><ul><li>Speed </li></ul><ul><li>Networkable </li></ul><ul><li>Multiple Trays </li></ul><ul><li>Brand / Model </li></ul><ul><li>Color </li></ul><ul><li>Price </li></ul><ul><li>Paperless Office </li></ul>LaserJet 1720DN: $339
    9. 9. Scanner <ul><li>Type </li></ul><ul><li>Speed </li></ul><ul><li>Software </li></ul><ul><li>OCR Considerations </li></ul><ul><li>Brand </li></ul><ul><li>Model Suggestions </li></ul><ul><li>Price </li></ul>ScanSnap: $339
    10. 10. Firewall / Router <ul><li>VPN </li></ul><ul><li>Monitoring </li></ul><ul><li>Port Forwarding </li></ul><ul><li>Antivirus / Spyware </li></ul><ul><li>No Home Brands like DLink or Linksys </li></ul>Watchguard: $390
    11. 11. Switch <ul><li>Gigabit </li></ul><ul><li>No Daisy Chains </li></ul><ul><li>Cat 5 or 6 </li></ul><ul><li>Most Critical Piece of Hardware </li></ul>Gigabyte Switch: $109
    12. 12. USB Hard Drive <ul><li>Tape vs USB </li></ul><ul><li>Easy to Restore </li></ul><ul><li>Rugged </li></ul><ul><li>Used with Small Business Server </li></ul><ul><li>Test Restore </li></ul>(2) Lacie 160GB: $250
    13. 13. HANDHELD DEVICES <ul><li>BlackBerry </li></ul><ul><li>Smartphones (Palm) </li></ul><ul><li>Smartphones (Windows Mobile) </li></ul><ul><li>iPhone (Apple) </li></ul><ul><li>Considerations </li></ul><ul><ul><li>BlackBerry syncs with Outlook and to check more than e-mail, you need the BlackBerry Enterprise Server software and Exchange Server! </li></ul></ul><ul><ul><li>Palm Smartphones - 100% Palm devices - maximum sync ability with legal apps - real-time email with software like VersaMail </li></ul></ul><ul><ul><li>Windows MobileSmartphones sync with Outlook and Microsoft </li></ul></ul><ul><ul><li>apps primarily – Easiest to setup and has Push Synchronization </li></ul></ul><ul><ul><li>BEWARE BLUETOOTH SECURITY </li></ul></ul><ul><li>Pricing : Anywhere from $200 to $600 depending on the cell </li></ul><ul><li>service provider and available rebates </li></ul>
    14. 14. OTHER COMPONENTS ● Monitors ● Electrical Protection Systems ● Ergonomics Backup UPS: $220
    15. 15. The $10,000 LAW OFFICE: SOFTWARE ▸ Word Processing ▸ Adobe Acrobat or other PDF writer ▸ Billing/accounting software ▸ Case management system ▸ Do cument management system ▸ E-mail software ▸ Internet access for research ▸ Data backup, security and anti- virus software
    16. 16. BUNDLED SOFTWARE <ul><ul><li>Microsoft Office Basic – Outlook, Excel, and Word, Adobe Standard (docx v doc) </li></ul></ul><ul><ul><li>Adobe Acrobat 8 Standard Edition </li></ul></ul><ul><ul><ul><ul><li>Upgrade to pro for Bates numbering </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Dell effectively includes it free with Office </li></ul></ul></ul></ul><ul><ul><ul><ul><li>on Latitude and Optiplex systems </li></ul></ul></ul></ul><ul><ul><li>Corel WordPerfect X3 Suite </li></ul></ul><ul><ul><ul><ul><li>Less costly to buy OEM version separately with any new PC systems </li></ul></ul></ul></ul>
    17. 17. BILLING & ACCOUNTING SYSTEMS ● Most packages are becoming integrated. ● Timeslips requires you to also have an accounting package like Quickbooks or Peachtree ● PCLaw, Tabs 3, Juris, and Billing Matters have billing and accounting functions. ● Legal specific accounting software makes it hard to commit malpractice PCLaw: $1630
    18. 18. CASE MANAGEMENT SYSTEMS ● Combines ▸ calendaring/docketing ▸ tickler functions ▸ case information tracking, ▸ address book functionality ▸ conflict of interest searching, ▸ document assembly capabilities ▸ Palm and laptop portability ● Turn wasted time looking for case info and documents into billable time ● Avoid malpractice ● Look at Amicus Attorney, TimeMatters, PracticeMaster, PCLaw and ProLaw ● Don’t Practice Law Without One! PCLaw: $1630
    19. 19. DOCUMENT MANAGEMENT SYSTEMS ● Opened Ended vs. Close Ended ● SharePoint is a DMS ● Most Practice Management Software include an Open Ended DMS PCLaw: $1630
    20. 20. Dictation ● Dragon Natural Speaking ▸ Has a legal edition ($1200) ▸ Get Preferred ($199) or Pro ($899) ● Vista has Dictation Software Built into it. ● Tips ▸ Must Train Software ▸ Use a Quality USB Headset ▸ Learning Curve PCLaw: $1630
    21. 21. WINDOWS XP or VISTA? = = Windows XP Pro is the safe choice and likely to be available through 2007 and well into 2008 Windows Vista still has some incompatibility issues – hold off until late 2007, early 2008
    22. 22. LEGAL RESEARCH ● Get it online! ▸ Dump the CD-ROMs ▸ Discontinue books ● Th ere is no single “best” legal research service ▸ Combine Lexis, Westlaw, LOIS and the Internet ▸ Look at the best small firm packages negotiated by your State or County Bar ● Resources ▸ LLRX.com ▸ “ Fact Finding On The Internet”
    23. 23. ANTI-VIRUS ● Trend Micro Client Server Messaging ▸ www.trendmicro.com ▸ Includes anti-virus, anti-spam, anti-spyware ▸ Available in small office and “Corporate” editions ● ZoneAlarm: www.zonealaram.com ● Norton Anti-Virus www.symantec.com Buy corporate not Internet Security ● McAfee VirusScan: www.mcafee.com ● CA eTrust and Trend PC-Cillin: www.ca.com www.trendmicro.com TrendMicro: $330
    24. 24. PRICING <ul><li>Leverage Web-based PC component pricing engines and save a fortune! </li></ul><ul><li>Membership Discounts </li></ul><ul><ul><li>ABA, ATLA , ALA or other legal association member </li></ul></ul><ul><ul><li>Prices change daily </li></ul></ul>
    25. 25. TRAINING <ul><li>Top Training Tips </li></ul><ul><ul><li>TASK-ORIENTED not FEATURE-ORIENTED </li></ul></ul><ul><ul><li>NO GENERIC TRAINING </li></ul></ul><ul><ul><li>PROFESSIONAL TRAINERS </li></ul></ul><ul><ul><li>TRAIN OFTEN, TRAIN GENTLY </li></ul></ul><ul><ul><li>MAKE TRAINING MANDATORY </li></ul></ul><ul><ul><li>LIVE IS ALWAYS BETTER, BUT IF NOT TRAIN ONLINE </li></ul></ul><ul><ul><li>THE TRAINER’S PHYSICAL LOCATION IS IRRELEVANT </li></ul></ul>
    26. 26. <ul><li>Fifty or fewer employees. </li></ul><ul><li>In business in the state for at least three years, contributing and in full compliance with state UI tax laws. </li></ul><ul><li>Training costs cannot exceed $3,000 per trainee per state fiscal year (July 1 - June 30). </li></ul><ul><li>http://www.laworks.net/WorkforceDev/IWTP/IWTP_Overview.asp </li></ul>FREE TRAINING
    27. 27. <ul><li>Microsoft Small Business Server $2000 </li></ul><ul><li>PC’s: $1000 each </li></ul><ul><li>Multi Function Printer $350 </li></ul><ul><li>Scanner $400 </li></ul><ul><li>Router $350 </li></ul><ul><li>1GB switch $150 </li></ul><ul><li>USB hard drives $250 each </li></ul><ul><li>Backup s‘ware $200 </li></ul><ul><li>PCLaw $1600 </li></ul><ul><li>Adobe </li></ul><ul><li>Word Processing s’ware </li></ul><ul><li>Trend Micro Anti Virus $300 </li></ul><ul><li>Watchguard Firebox $300 </li></ul><ul><li> $9000 </li></ul><ul><li>Training </li></ul>ONE CONFIGURATION
    28. 28. Thank You For Listening! Gulf Coast Technology Center www.gulfltc.org Tom O’Conner (toconnor@legal-edocs.org) Craig Bayer (Cbayer@lawot.com)
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