10K Law Office

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  • 10K Law Office

    1. 1. Low Cost Office Technology Essentials Tom O’Connor: toconnor@legal-edocs.org Craig Bayer: cbayer@lawot.com Louisiana Bar Association Solo and Small Firm Conference New Orleans May 9, 2008
    2. 2. ESSENTIAL BOOKS ●● “ How to Start and Build a Law Practice” by Jay Foonberg ● “ Flying Solo” – Bill Gibson ● “ 2008 Solo & Small Firm Legal Technology Guide” –Nelson, Simek & Maschke ● “ 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 Windows Vista still has some incompatibility issues – June is the last month you can purchase XP
    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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