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Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
Ross L. Kodner, Esq. MicroLaw, Inc.
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Ross L. Kodner, Esq. MicroLaw, Inc.

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  • 1. Protecting Your Law Practice: Disaster Planning and Recovery Ross L. Kodner, Esq. MicroLaw, Inc. rkodner@microlaw.com 414.540.9433 Some Materials Courtesy of Jim Calloway Director, Oklahoma Bar Management Assistance Program Thank You Jim!
  • 2. Ross L. Kodner, Esq. Protecting Your Law Practice Your Presenter: Ross L. Kodner, Esq.  Marquette Univ. Law School, 1986 (Law Review)  Founded MicroLaw, Inc. in 1985 CEO/Senior Legal Technologist  Legal Technologist, Educator, Author MicroLaw, Inc.  Over 800 law offices assisted across North America Milwaukee, Wisconsin  Frequent author and speaker nationwide on E-Mail: rkodner@microlaw.com legal technology subjects Web: www.microlaw.com  Chair, Wisconsin Law & Technology Conference 2002-2005  Chair, Milwaukee Bar Association Technology Committee, 2002-2005  Chair, ABA LPM Section Computer & Technology Division and Member, TECHSHOW 1997- 2001 Board, Co-Chair, LegalTech CLE Planning Board  Technolawyer Legal Technology Consultant of the Year 1999, Contributor of the Year 2001, 2002, 2005  Chair, T3 Network of Independent Legal Technology Consultants Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 2
  • 3. Ross L. Kodner, Esq. Protecting Your Law Practice www.helpkatrinalawyers.org Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 3
  • 4. Ross L. Kodner, Esq. Protecting Your Law Practice Disaster Planning: All About Proactivity!  The essence of “planning” is, well, “planning! (ahead)  What are you protecting your practice from? What are you planning for?  Different responses needed for different disaster scenarios  The key is avoiding “it happens to the other guy” mentality Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 4
  • 5. Ross L. Kodner, Esq. Protecting Your Law Practice Disaster Planning: What are the Scenarios?  More than just natural disasters  Man-made disasters include:  Terrorist attacks  Security breaches / sabotage  Fires / Water damage  Equipment failure  Theft  Social disasters (i.e. partner(s) leaving) Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 5
  • 6. Ross L. Kodner, Esq. Protecting Your Law Practice Disaster Planning: Digital Disasters  Often overlooked are “digital disasters” – disasters arising from failure or exploitation of technology system weaknesses  Planning for data loss – failed equipment  Data backup – multiple layers of protection  Off-site media storage or replication  Regular testing of restore capabilities (the “fire drill”) Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 6
  • 7. Ross L. Kodner, Esq. Protecting Your Law Practice Disaster Planning: Digital Disasters  Security Breaches – Threat Management  Multiple threats affect our technology systems, the ability to practice law and our ethical obligations to protect confidential client information  Security breaches / hacking (digital v. social)  Virus and spyware damage  Social hacking – exploiting the liveware to get to the software/hardware  Phishing and Denial of Service attacks Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 7
  • 8. Ross L. Kodner, Esq. Protecting Your Law Practice Disaster Planning: Natural Disasters  How to plan for natural disaster – “analog” disasters, if you will:  Floods  Fire and related water damage  Tornadoes  Hurricanes / storms like Nor’Easters  Earthquakes Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 8
  • 9. Ross L. Kodner, Esq. Protecting Your Law Practice Disaster Planning: “Plan” is Not a Four Letter Dirty Word!  A written plan is a necessity  Must be “protection prioritized”  This means, “protect the people first” then “protect the business assets”  Recovery tends to work in the same order – proven out in the Katrina recovery process  Mechanism for locating and contacting people (employees, clients, courts)  Mechanisms for protecting the business’s assets and ability to continue to operate and meet its legal and financial obligations Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 9
  • 10. Ross L. Kodner, Esq. Protecting Your Law Practice Disaster Planning: The Essential Plan Elements  Many model plans exist – but do they fit your practice? Maybe. Maybe not.  What is the Essential Core of your Practice that absolutely, positively must remain operational?  Review the potential disasters and what your responses would be to each?  Draft a Plan – write it not only in plain English but also to be understandable by panicked, stressed out people who have just experienced a disaster!  Contracts! Have outsource contracts in place with disaster recovery organizations (such as data recovery, paper restoration, temporary officing, temporary staffing, etc.)  Diversify your Options – in other words, have backup plans for your backup plans (anticipate Murphy’s Law and don’t put all your disaster recovery eggs in one basket!)  Plan for Failure – not unlike advising a client to always plan for litigation – build redundancy into your technology systems fully expecting digital disasters to hit  Fire Drills – you have to take your plan seriously and conduct straight-faced tests on a regular basis  The net result is that a “perfect” plan shouldn’t be your goal – too complex, no one will understand it, not “nimble” enough to execute on when the worst happens  Rather, go for a “practical” plan – yes, there might be compromises v. “ideal” approaches, but simple works, complex doesn’t Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 10
  • 11. Ross L. Kodner, Esq. Protecting Your Law Practice Disaster Planning Resources Abound: Read, Learn, Leverage!  Many disaster planning resources are availability tuned to law practice needs:  ALA Disaster Planning Sourcebook (www.alanet.org)  ABA Law Practice Management Section (various materials – www.lawpractice.org)  The Disaster Recovery Journal (http://www.drj.com)  “A disaster recovery checklist - protect your firm and your clients” – Jenkins, HP Small Office / Legal microsite (www.hp.com/sbso/solutions/legal/expert_insights_disaster_recovery.html)  FEMA Guide to Business Disaster Planning: Preparation and Planning Resources (www.fema.gov/library/prepandprev.shtm)  “Disaster Planning After the Apocalypse” – Poll (http://lawbiz.com/pa_9.html)  Disaster Planning and Response Resources – Phelps from the Florida Bar (http://tinyurl.com/a5msp)  “Avoiding Ethical Disasters When Natural Disasters Strike” – Rose (http://tinyurl.com/8nxxa) Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 11
  • 12. Ross L. Kodner, Esq. Protecting Your Law Practice In a Post-Katrina World, dare we use the “O” word?  Opportunity  Rebuild it better – the 21st Century Law Office  Scanning and imaging documents  Backup systems  And you may need to consider changes in your practice areas and focus Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 12
  • 13. Ross L. Kodner, Esq. Protecting Your Law Practice Hardware triage  Building a cheap and portable network with laptops, cable, a router and duct tape  Read my recent article on building a $5000 law office – can be a practical disaster planning approach to keep you working at home if the office is inaccessible or systems are inoperable, at http://tinyurl.com/84b4j Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 13
  • 14. Ross L. Kodner, Esq. Protecting Your Law Practice Law Office to Go  Laptop plus portable scanner plus portable printer equals law office to go  Scanner + printer = copier  Always buy a “brand name” laptop  If budget allows, a port replicator or docking station saves at least five to ten minutes every single day. Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 14
  • 15. Ross L. Kodner, Esq. Protecting Your Law Practice Laptop Classes  Ultralights – Under 3 lbs, small displays and keyboards – least usable  Light but Powerful – around 5 lbs with full-size displays (“PowerLights”) – the best value  Mass-Market Laptops – Very affordable but fewer features – often a poor long-term value  Desktop replacements – Bulky, but fully featured with large displays, not for frequent fliers Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 15
  • 16. Ross L. Kodner, Esq. Protecting Your Law Practice www.helpkatrinalawyers.org Example of how the legal community helps its own in time of need – legal techies helped Katrina and Rita law firm victims recover their technology capabilities at no charge Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 16
  • 17. Ross L. Kodner, Esq. Protecting Your Law Practice Is that a USB flash drive in your pocket? Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 17
  • 18. Ross L. Kodner, Esq. Protecting Your Law Practice Software  Practice management software is an absolute must. If you didn’t have it before you need to have it now.  This can serve as the assistant you don’t have to pay each month.  No excuses! Time to do it right this “next” time around! Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 18
  • 19. Ross L. Kodner, Esq. Protecting Your Law Practice Some Practice Management Software Solutions for the small to medium size firm  Amicus Attorney  Practice Master  Time Matters  ProLaw  For a simple trial prep and analysis software, I like CaseMap (Casesoft.com) Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 19
  • 20. Ross L. Kodner, Esq. Protecting Your Law Practice Digital Client Files  Digital beats paper!!  Searchable PDF – standardize on it for all your newly digitized paper files  Dozens of file boxes fit on a laptop or a couple of CD-ROMs  You can always hit print when you need paper (saves much time v. finding the inevitably mis-filed paper file) Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 20
  • 21. Ross L. Kodner, Esq. Protecting Your Law Practice How Digital Files Work  Everything scanned when it comes in as searchable PDFs  Paper files can be the backup or the “courthouse” files. (or the client copy)  File naming conventions and folder organization rules are critical!  Organize with practice management software or document management software. Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 21
  • 22. Ross L. Kodner, Esq. Protecting Your Law Practice A few words about Adobe Acrobat 7.0 30 day free trial from Adobe.com Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 22
  • 23. Ross L. Kodner, Esq. Protecting Your Law Practice David Masters Materials  Country Lawyer’s Paperless Office  David’s Book “The Lawyer’s Guide to Adobe Acrobat” is updated to Acrobat 7.0  Please read this very short (6 ½ page) paper in your materials.  E.g. File naming conventions year-month- date-client-description Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 23
  • 24. Ross L. Kodner, Esq. Protecting Your Law Practice Kodner’s Paper LESS Office™  Materials on this decade old field-proven approach are online at www.microlaw.com  Acknowledges unreality of getting rid of paper and proposes a simple method for digitizing paper and making it part of a contiguous electronic file on your PC system  Uses off-the-shelf tools such as practice/document managers and the PDF file format  CRITICAL NOTE: by digitizing paper, it gets backed up electronically – the ONLY way to protect paper files! Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 24
  • 25. Ross L. Kodner, Esq. Protecting Your Law Practice Backing up your data  Don’t think it cannot happen again- Fire, theft, hard drive crashes.  Easier to talk about what NOT to do – use high- capacity DLT-class tape or portable hard drives for backup today  Portable, high-capacity hard drives are cheap. Online sites like ComputerGeeks.com have regular specials on these drives and USB flash drives  Use multiple layers of backup protection Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 25
  • 26. Ross L. Kodner, Esq. Protecting Your Law Practice Backing up your data  Even though you are using portable hard drives for back, you still need an on-site back up and an off-site back up  Run back-up “fire drills” regularly to see if you can actually restore lost files from the backup media.  Consider Internet-based backup as a SECONDARY methodology for partial, data only backup to an off-site location Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 26
  • 27. Ross L. Kodner, Esq. Protecting Your Law Practice Backing up your data  Post-Katrina, there will be a movement to utilize automated Internet backup on servers in other regions.  There are confidentiality issues. Get a bar committee started vetting these services.  This provides safety for the lawyer on ethics issues and the bar IT staff’s expertise is well-utilized (plus this can be a revenue source for the bar.) Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 27
  • 28. Ross L. Kodner, Esq. Protecting Your Law Practice Software Recovery  You do still own the license. It is a matter of recovering your serial numbers and activation codes.  Do you have this critical info stored off-site?  Perhaps the Bar can help with the legal vendors?  OEM Software –inexpensive to the extreme (and legal to buy if you’ve lost the original disks or 1:1 with new PCs) Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 28
  • 29. Ross L. Kodner, Esq. Protecting Your Law Practice Hardware Recovery  It is possible to recover data from a water- logged or fire-damaged computer, but it can be costly (Ontrack.com, Drivesavers.com)  Don’t power up or shake the drive.  Can cause more damage!  Unlike paper documents, it is not too late to recover from digital media.  Most vendors will give a quote or some preliminary information. Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 29
  • 30. Ross L. Kodner, Esq. Protecting Your Law Practice Your Best Office Information Management Tool May Come in a Three Ring Binder: Office Policies and Procedures Manuals. Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 30
  • 31. Ross L. Kodner, Esq. Protecting Your Law Practice A few words about blogs (Jim Calloway’s Blog as an example) www.jimcalloway.typepad.com Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 31
  • 32. Ross L. Kodner, Esq. Protecting Your Law Practice Set up a website in an hour for free  Fast way to recover after a disaster – for notifying clients of the firm’s status, contacting your people, etc.  Blogs offer rapid-access ways to quickly adjust the content of a website –  Blog hosting services – Typepad and Blogger  Templates make it easy for the novice to do this.  Search engines love blogs  LexBlogs and others have offered to help for free Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 32
  • 33. Ross L. Kodner, Esq. Protecting Your Law Practice A few quick tips and resources Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 33
  • 34. Ross L. Kodner, Esq. Protecting Your Law Practice File too large to e-mail? YouSendIt.com lets you send files as big as a gigabyte for free. http://www.yousendit.com/ Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 34
  • 35. Ross L. Kodner, Esq. Protecting Your Law Practice Free Webmail Services can be Useful in a Variety of Ways  Accessible from anywhere you can get Internet access  Free  Huge storage capacities = free online storage using file attachments  Gmail, Yahoo mail, Hotmail  E-mail rkodner@gmail.com for a free invitation to Gmail. Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 35
  • 36. Ross L. Kodner, Esq. Protecting Your Law Practice Paste Special- The Best Tip Ever  Just copy the text, open new document, then select Edit, then Paste Special, then Unformatted Text. Or copy the text, put the cursor at the insertion point and right click, then select “paste without font/attributes.”  Excellent “recovery” tool to rebuild lost documents from “donor” docs and clauses without major formatting headaches Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 36
  • 37. Ross L. Kodner, Esq. Protecting Your Law Practice ABA Legal Tech Resource Center also has a very informative website. www.abanet.org and click on LTR Center Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 37
  • 38. Ross L. Kodner, Esq. Protecting Your Law Practice GoToMyPC https://www.gotomypc.com/ Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 38
  • 39. Ross L. Kodner, Esq. Protecting Your Law Practice “Must Have” Utilities  These keep your computer operating.  Don’t let the “bad guys” access your PC or load things on it that gum it up and slow it down.  Must have a firewall and a spyware /adware solution.  ZoneAlarm, Spybot Search & Destroy, Spysweeper, AdAware Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 39
  • 40. Ross L. Kodner, Esq. Protecting Your Law Practice Protect Against Digital Disasters  Look at the new category of “Uniform Threat Management” systems  Single unified devices that protect from security breaches, spyware, viruses, phishing attacks and offer content filtering of undesirable materials  Network Box, based in New Jersey (www.network-box.com) is a major innovator in this area Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 40
  • 41. Ross L. Kodner, Esq. Protecting Your Law Practice There are lots of desktop search options and many are free  Google - http://desktop.google.com/  Yahoo – http://desktop.yahoo.com/  Copernic - http://www.copernic.com/  Ask Jeeves- http://sp.ask.com/docs/desktop/  Microsoft - http://toolbar.msn.com/  Enfish - http://www.enfish.com/  X-1- http://www.x1.com Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 41
  • 42. Ross L. Kodner, Esq. Protecting Your Law Practice Thanks for listening  Questions?  I’m happy to steer you in the right direction to protect your practice from disaster . . . Now . . . Before it’s too late!  My e-mail is rkodner@microlaw.com and my phone is 414-915-7878 Managing Your Law Practice: Version 2.0 ♦ Pennsylvania Bar Institute CLE ©2005 Ross L. Kodner, Esq., All Rights Reserved 42

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