It For The Small Bar


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Powerpoint for my presentation at the ABA National Association of Bar Executives Small Bar Conference in Philadelphia, June 26th, 2009.

These notes apply to the small bar association but could also apply to a small nonprofit or small business.

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  • IT is a broad termWhat is IT’s goal?Break down into 2 main areas for bar associationsInformation Technology for your Office (how to run your organization)-Information Technology for your Members, how to serve them best
  • Ask nabe members what software they currently use.How many use excel?How many use member management software onsite?How many use web-based member management?Very core of a bar associationWhat information should we collect. Age, location, area of practice, down to photos.How do we collect this information?
  • Define databaseWhat are pros and cons of each database type?Ask what other ‘custom’ or other software attendees are using.
  • Reason we keep and follow this information.Find out what section of membership is underserved or has room to grow.Track membership trends to fix leaks before they sink the ship
  • Communications revolution over past 10 years.Paper mail – uses member databases, mail mergeE-mail is currently king, but technology does change. Social network communication not reliable for mainstay, but work to reach ‘connected’ attorneys.Listservs are a good way to get non-meeting communication going. Give example of listservs, sending email to the address, some prefer to have me do it.
  • Anatomy of a google searchGoogle researchers have put a lot of time into this.Paid search partsSublinks and sub-listing are good.Page rankSEO is VERY competitive. Attorneys pay 1000s of dollars a month for websites just to get high google links.
  • In house solutions only for those with a lot of bandwidth.Designing a newsletter like designing a website. Don’t send too often, members will start to ignore them.Need to get safely into their inboxes and not caught in a spam filter.Many e-mail clients on many operating systems.Don’t be too informal, but email prose is heading that way. ProfessionalismExample: US Senators on twitter using LOL and UProof mailings before sending out, use multiple eyes.
  • Where to buy – stick with vendor or if you know a model you like, and Free solutions. Free solutions work but are of questionable reliability.Must keep machines updated, will help with most of the problems.Firewall should be office-wide, at the router or networking equipment.OpenOffice not recommended for whole office, but can be helpful.
  • Speed questions: what kind of traffic are you doing. Do you allow internet radio? Do you need to stream video?
  • Phone systems moving to VOIP. Old solutions sometimes still best.Email – exchange, hosted exchange. POP3/IMAP or old protocols. Do you have/need a blackberry? Good that you always have access to email, bad that you always have access to email.Allowing instant messenger in the office. Legal implications? Harassment/Goofing Off
  • Is it time? Depends on your office.Legal requirements vary by state.Some investment in hardware, but saves money over time.
  • Multifunction devices, office hub for communications.Inkjet machines are cheap, companies make money on the ink.Color laser - $150Desktop scanner - $300-500 Fujitsu ScanSnap
  • This is a policy decision.Technology makes it possible to do work from any location in the world, except face to face meetings.Phone calls, even desk phones, can be forwarded anywhere.Desktop can be accessed from anywhere. Used to require terminal server.
  • Merchant LevelsLevel I – Over 6M transactions/yearLevel II – 1M to 6MLevel III – 20k to 1MLevel IIII – up to 20kSAQ – Self Assessment Questionaire, ABC and DIT questions, recommend auditing companies.Online merchants must have quarterly scan.
  • You will be targeted, either intentionally or by ‘script kiddies’ who do it for fun.Must protect network, website, and all data.Confidential information, many attorneys involved in politics and would love information on opponents.Many data breeches occur from someone on the inside, staff or contractors.Policies in place to help protect data and privacy of members. EG Our electronic information policy.
  • Smaller bars – definitely go with outsourced IT.Try to find a trusted partner.Eventually will need to find someone to handle and organize IT.
  • Assist members where you can using your IT resources.Help them to practice law.
  • It For The Small Bar

    1. 1. Copyright David Drager © 2009<br />1<br />IT For The Small Bar<br />David Drager<br />IT Manager<br />Chester County Bar Association<br />
    2. 2. What is IT?<br />Information Technology&apos;s Goals<br />&quot;Knowledge is Power&quot;<br />- Francis Bacon<br />What Kind of Information Important for Small Bars?<br />- Information to run your office<br />- Information on/for your members<br />Copyright David Drager © 2009<br />2<br />
    3. 3. Copyright David Drager © 2009<br />3<br />Information for/About Members<br />
    4. 4. Copyright David Drager © 2009<br />4<br />Membership Management<br /><ul><li>Collect Data About Past, Present and Future Members
    5. 5. Apply this data to advance your Bar Association goals
    6. 6. Target areas of expansion
    7. 7. Hub from which everything flows</li></li></ul><li>Copyright David Drager © 2009<br />5<br />Membership Databases    <br />Many Databases Available<br /><ul><li>Notepad
    8. 8. Excel
    9. 9. Access
    10. 10. Advanced Membership Software
    11. 11. Associate
    12. 12. Affiniscape
    13. 13. iMIS
    14. 14. Custom
    15. 15. …</li></li></ul><li>Copyright David Drager © 2009<br />6<br />Strategic Member Information    <br />Statistics<br /><ul><li>Who are your members?
    16. 16. Where do they live?
    17. 17. What do they value?
    18. 18. Where is your association lacking in value to members?</li></li></ul><li>Copyright David Drager © 2009<br />7<br />Communicating with Membership    <br /><ul><li>Paper Mail
    19. 19. Phone
    20. 20. Fax
    21. 21. E-mail
    22. 22. ListServ
    23. 23. ListManager
    24. 24. Hosted Email Services
    25. 25. MailChimp
    26. 26. ConstantContact
    27. 27. Website
    28. 28. RSS
    29. 29. Social Networking</li></li></ul><li>Copyright David Drager © 2009<br />8<br />Websites<br /><ul><li>Hosted Off-Site or In-House?
    30. 30. Tightly Integrated with Membership Database
    31. 31.         Implications
    32. 32. Content Management
    33. 33. Paid and Free Solutions
    34. 34. Free isn't 'Free'
    35. 35. Calendaring
    36. 36. e-Commerce
    37. 37. Security
    38. 38. SEO</li></li></ul><li>Copyright David Drager © 2009<br />9<br />Search Engine Optimization<br />
    39. 39. Copyright David Drager © 2009<br />10<br />E-Mail Communications<br />In-House or Hosted<br />Membership Newsletters, Listservs<br /> - ConstantContact, MailChimp<br />   Beware member burnout<br />Currently main line of communications<br />Beware Formal/Informal Prose<br />Proof<br />
    40. 40. Copyright David Drager © 2009<br />11<br />Blogs, Social Media<br />LinkedIn, Facebook, Twitter, Others<br />Pros/Cons<br />You Should Have a LinkedIn Page and Group! Free!<br />Very Important for Younger Attorneys<br />Great Way to Get Out the Message<br />
    41. 41. Copyright David Drager © 2009<br />12<br />Information For The Office<br />
    42. 42. Copyright David Drager © 2009<br />13<br />Desktops / Laptops<br /><ul><li>Anti-virus, Anti-spam, Anti-malware
    43. 43. Paid Solutions
    44. 44. Norton, McAfee, NOD32
    45. 45. Free Solutions
    46. 46. Avast!, AVG Free, Malwarebytes
    47. 47. Update - Windows Update Automatic
    48. 48. Firewall - On the network or on the PC
    49. 49. Word Processing, Spreadsheets, Email Clients
    50. 50. OpenOfficevs Microsoft Office</li></li></ul><li>Copyright David Drager © 2009<br />14<br />Internet Connection<br /><ul><li>Many High Speed Options (Depending on your area)
    51. 51. Cable
    52. 52. DSL
    53. 53. Fiber
    54. 54. Wireless
    55. 55. VPN
    56. 56. Virtual Private Network - Necessary for off-site work
    57. 57. Speed
    58. 58. How many staff
    59. 59. Bandwidth (Down/Up)</li></li></ul><li>Copyright David Drager © 2009<br />15<br />Intra Office Communication<br />Phone / VoiceMail<br />    VoIP<br />    Cell Phone<br />Email<br />    Office Email<br />    Smart Phone   <br />        BlackBerry<br />        iPhone<br />Instant Message<br />    GTalk<br />    IntraOffice Protocols (Jabber, Sharepoint)<br />
    60. 60. Copyright David Drager © 2009<br />16<br />Publishing Content to Members<br />Almost always use PDF!<br />Readable across many platforms, layout will be standardized.<br />Invest in Acrobat Professional<br />Documents can be secured<br /><ul><li>Read only access
    61. 61. Redact Lines
    62. 62. Fill In Forms / Typewriter</li></ul>Free Alternatives - CutePDF -<br />
    63. 63. Copyright David Drager © 2009<br />17<br />Adobe Acrobat / PDF<br />PDF stands for Portable Document Format<br />Abilities:<br /><ul><li>Digitally Sign Documents
    64. 64. Lock or Restrict Distribution (Security)
    65. 65. File->Properties
    66. 66. Typewriter
    67. 67. Redact
    68. 68. OCR</li></li></ul><li>Copyright David Drager © 2009<br />18<br />
    69. 69. Copyright David Drager © 2009<br />19<br />Document Management<br />Sharing Data and Files, Keeping it up to Date<br /><ul><li>Single Computer
    70. 70. Multiple Computers (Networked)
    71. 71. Document Management / Indexing
    72. 72. Sharepoint - Notification/Versioning
    73. 73. Google Docs
    74. 74. Google Desktop / Search Appliance</li></li></ul><li>Copyright David Drager © 2009<br />20<br />SaaS - Google<br />Google Apps<br />Access all documents via website<br />Benefits:<br />    Accessible Globally<br />    Sharing information between staff<br />    Export to PDF<br />    Cheap - Free or $50/year per user<br />Cons:<br />    Downtime catastrophic for business<br />    Learning curve for MS Office based offices.<br /> Migration of current documents<br />    Data security / privacy<br />
    75. 75. Copyright David Drager © 2009<br />21<br />&quot;Going Paperless&quot;<br /><ul><li>Interface paper to digital, then securely shred
    76. 76. Desktop or Workgroup Scanners
    77. 77. OCR - Optical Character Recognition
    78. 78. Key is FINDING data or information
    79. 79. Con is it will cost some expense at the beginning, however savings in the long run.
    80. 80. Safer than paper storage...</li></li></ul><li>Copyright David Drager © 2009<br />22<br />Backups<br />Make AND Test Backups<br />Online, Off-site backups replacing physical backups<br />Desktop and Server Backups<br />Secure Backups with Encryption<br />Some Options: Mozy, BackBlaze, Custom solutions<br />Pricing coming down, ~ .50 a gigabyte<br />
    81. 81. Copyright David Drager © 2009<br />23<br />Copiers, Printers, Scanners<br />Copiers are now printers, faxes and scanners.<br />Can scan documents and do OCR<br />Access to your network and e-mail<br />Inkjets are most expensive<br />Color Laser middle ground<br />Black and White Laser cheapest<br />
    82. 82. Copyright David Drager © 2009<br />24<br />Office Mobility<br />Should staff members work in office only, or is telecommuting an option?<br />Presence<br />&apos;Follow Me&apos;<br />Remote Desktops – <br />GoToMyPC and LogMeIn<br />
    83. 83. Copyright David Drager © 2009<br />25<br />Credit Card Security / PCI Compliance<br />Credit Card Industry, Visa/MC/Amex are working to reduce fraud.<br />If you haven&apos;t heard about this, you will.<br />Rules for security of credit card information - most complicated if you have an online store.<br />
    84. 84. Copyright David Drager © 2009<br />26<br />Data Security<br />&quot;Information is Power&quot;<br />People want our information<br /><ul><li>Marketers
    85. 85. Hackers
    86. 86. Spammers</li></ul>Must protect paper and electronic data through policies and procedures.<br />Outside audits<br />
    87. 87. Copyright David Drager © 2009<br />27<br />Overall IT Strategy<br />In-house or Outsource<br />
    88. 88. In-House IT<br />Pros:<br /><ul><li>Go-to person for tech problems
    89. 89. Knows organization inside and out
    90. 90. Long-term partner in Bar Association Goals</li></ul>Cons:<br /><ul><li>Expensive for smaller bars
    91. 91. bars</li></ul>Copyright David Drager © 2009<br />28<br />
    92. 92. Outsourced IT<br />Pros:<br /><ul><li>Cheaper, Pay for only what is needed
    93. 93. Has wide array of resources at hand</li></ul>Cons:<br /><ul><li>May not be Bar Association or non-profit oriented
    94. 94. Can be motivated by profit or product, not 'best solution'</li></ul>Copyright David Drager © 2009<br />29<br />
    95. 95. Copyright David Drager © 2009<br />30<br />But don&apos;t forget we are ultimately here to help our members advance the practice of law, everything I’ve gone over are tools to make this happen.<br />
    96. 96. Any Questions?<br />Copyright David Drager © 2009<br />31<br />Contact:<br />David Drager<br /><br />15 W. Gay Street / West Chester, PA 19380<br />610.692.1889<br />