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121207 essential technology for law office


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This is a presentation for the Maine Bar Association I did with Rodney Dowell.

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121207 essential technology for law office

  1. 1. Essential Technology for the New Law Practice: Hardware and SoftwareRodney Dowell, Massachusetts Lawyers Concerned for LawyersAlan Klevan, Law Offices of Alan J. Klevan, Newton, MA
  2. 2. Mission ControlMost Essential Office Hardware, Often Overlooked oYour ComputerDesktop vs Laptop vs Netbook vs TabletDon’t Buy Out-of-the Box!Remote Access Key Considerations:  Processor speed -- multiple coreSecond, or Multiple Monitors  SDRAM 4GB+  Hard Drive --GB + speed  Operating System  Windows 7  Professional  Ultimate  Mac OS X  Does it work with what you have?
  3. 3. Scanners + Printers + Fax, Oh My! Multifunction versus Multiple Machines Does It OCR? Desktop versus Portable Bundle Packages: Scanner plus PDF Converter o Fujitsu ScanSnap with Adobe Acrobat o Kodak ScanMate with Nuance PDF PaperPort & OmniPage Scanning Process + Naming Conventions o Create Workflow for Scanning Processes o Create Coherent and Consistent Naming Conventions
  4. 4. PDF = Pretty Damn FinePDF = “Portable Document Format” o Image Scan (Non-OCR) versus Text Scan (OCR) o *Only OCR’d Documents May Be Manipulated*Converter Program Optionso Adobe Acrobat 10 (“X”) (the “Gold” Standard)o Nuance PDF Converter 7 (the “Silver” Standard)o Cheap or Free Options (the “Bronze” Standards) o PDFForge/CutePDF, e.g. Advantages of PDF: o Looks the Same on Every Computer o Bates Stamping o Forms Creation o Metadata Removal o Encryption and Password Protection
  5. 5. Printers, printers, printerso Brother HL-2240 Laser Printer ($120), 24 ppmo Lexmark E260dn Ink Printer ($180), 35 ppmo HP Laser Jet M1522nf ($325), 24 ppm + multifunctiono Canon imageClass MF8050Cn ($500), 8-12 ppm + multifunction Key Considerations:  Print Quality  Printing Speed Multiple Trays vs Switching Trays  Networkability
  6. 6. Know the true cost of ink
  7. 7. Your Good Stuff CheapBuy Your Tech Tools and Toys from Discount Websites: o Shopzilla o NewEgg o CTIStore o Ben’s Bargains o o o Coupon Sites: o o o
  8. 8. Just the eFacts, Ma’am Issues of Traditional Fax o Jamming o Out of Paper o Out of Ink o OverwritingeFax is the Answer Compare Services at:
  9. 9. Smartphones o iPhone Key Considerations: o Android  Compatible w/ Operating o Blackberry System, Email + Calendar  “Deal of the Day”  Data Plan  Battery Life  Usability  Wireless Synchronicity Microsoft Exchange Server Mobile MeCompare + Contrast @
  10. 10. Productivity Software o Microsoft Office 2010 o Google Docs o WordPerfect Office X5 o Open Office 3.3To-Do: Draft Documents Create Spreadsheets Key Considerations: Build Presentations Email + Calendar? (Sync?)  Features  Cost  Conversion  Collaboration  Upgrades
  11. 11. Access your files anywhere
  12. 12. USE PRACTICE MANAGEMENT SOFTWARE TO . . . Matter Dashboard Contacts Deadlines/Ticklers Calendared Events MATTER Check for conflictsCalendar Documents Schedule client contact
  13. 13. Product Choices:Traditional Software Download -AbacusLaw, Amicus AttorneySaaS -Clio, Firm Manager, RocketMatterHybrid: Traditional/SaaS -Needles + eCaseEmail Add-On -Credenza Works right in Outlook
  14. 14. I just want to track my time.
  15. 15. Financial Management Software o Excel o Quicken vs Quickbooks o RTG Bills o Tabs3 o Built-Ins o Chrometa o Smart Time o Trust Accounting o Hire Accountant?
  16. 16. SECURE CLIENT INFORMATION• Keep bad guys out • Encrypt Confidential Information
  17. 17. STAYING SAFEBasic Anti-Virus $0 Premium Versions: $50.00+/-
  18. 18. Keeping Bad Guys Out• Hardware Protection – Firewalls• Strong passwords – !MCLEc0rse – Best practice is now 12
  19. 19. KEEPING IT SAFE In The Cloud At The Office X 3 = $90.00
  21. 21. Encryption Tools PDF Microsoft Word cyEncryption.phpo Adobe Acrobat (the “Gold” Standard)o Nuance PDF Converter (the “Silver” Standard)
  22. 22. Secure Encrypted Communications.
  23. 23. Software – Desktop Search• Find files quickly – Email – Documents – Web-searches
  24. 24.  FREE CONFIDENTIALContact the LCL Team:Rodney S. Dowell, Esq. Follow LCL:Executive DirectorLCL, Inc. Web: Blog: http://lclma.blogspot.comEmail: Twitter: (857) 383-3252
  25. 25. GOOD LUCK TO YOU! Alan J. Klevan, Esquire LAW PRACTICE STRATEGIES99 Needham Street, Suite 1422 Newton, MA 02461 617-564-3299