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Technology Inputs for the New Law Office


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Technology Inputs for the New Law Office

  1. 1. Presented by Jared D. Correia, Esq. Law Practice Advisor Massachusetts Law Office Management Assistance Program (LOMAP) 31 Milk Street Suite 815 Boston, MA 02109 Phone: (857) 383-3250 Email: Website: Facebook: LinkedIn: Twitter:
  2. 2. Most EssentialOffice Hardware, Often Overlooked oYour Computer Desktop vs Laptop vs Netbook vsTablet Don’t Buy Out-of-the Box! Key Considerations:  Processor speed -- multiple core  SDRAM 3GB+  Hard Drive --GB + speed  Operating System Windows 7  Professional  Ultimate  Mac OS X  Does it work with what you have? Second, or Multiple Monitors RemoteAccess
  3. 3. 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 = “Portable Document Format” o Image Scan (Non-OCR) versus Text Scan (OCR) o *Only OCR’d Documents May Be Manipulated* Converter Program Options o 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. Key Considerations:  Print Quality  Printing Speed MultipleTrays vs SwitchingTrays  Networkability o Brother HL-2240 Laser Printer ($120), 24 ppm o Lexmark E260dn Ink Printer ($180), 35 ppm o HP Laser Jet M1522nf ($325), 24 ppm + multifunction o Canon imageClass MF8050Cn ($500), 8-12 ppm + multifunction
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  7. 7. BuyYourTechTools andToys from DiscountWebsites: o Shopzilla o NewEgg o CTIStore o Ben’s Bargains o o o Coupon Sites: o o o
  8. 8. Issues ofTraditional Fax o Jamming o Out of Paper o Out of Ink o Overwriting eFax is the Answer Compare Services at:
  9. 9. o iPhone o Android o Blackberry Compare + Contrast @ Key Considerations:  Compatible w/ Operating System, Email + Calendar  “Deal of the Day”  Data Plan  Battery Life  Usability Wireless Synchronicity Microsoft Exchange Server Mobile Me
  10. 10. o Microsoft Office 2010 o Google Docs o WordPerfect Office X5 o Open Office 3.3 To-Do:  Draft Documents  Create Spreadsheets  Build Presentations  Email + Calendar? (Sync?) Key Considerations:  Features  Cost  Conversion  Collaboration  Upgrades
  11. 11. Common Features: o Master Case List o Holistic View of Practice/Chronological View of Cases o Contact Management + Conflict Checking o Calendaring + Tasks o Email Archive o Document Management o Time + Billing Product Choices: o Traditional Software Download -AbacusLaw, Amicus Attorney o SaaS -Clio, Firm Manager, RocketMatter o Hybrid: Traditional/SaaS -Needles + eCase o Email Add-On -Credenza
  12. 12. 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?
  13. 13. The Lay of the Land: Client File Retention and Disposition o Valuable Property Should Be Delivered to the Client or Stored Indefinitely. o Client Fund Records May Be Destroyed Six Years After Termination of Representation. o Other Client Files Should Be Retained for An “Appropriate Time” After Termination of Representation. o Reasonable Notice Period w/ Opportunity to Object o After Reasonable Time Period Passes, Files May Be Destroyed o Files Must Be Destroyed in a Way That Maintains Confidentiality Fee Agreement Provision o Provide Notice o Get Sign-Off on Process Records Management Policy Think Marketing o How Do You Transmit Closed Files to Clients? o Paper o Branded Folder o Electronic o Branded Thumbdrive
  14. 14. State Rules o Massachusetts Data Privacy Laws + Regulations -MGL c. 93H + 93I -201 CMR 17.00 o SJC InterimGuidelines for the Protection of Personal Identifying Data Compliance Options for Encryption o by Document o by Email o by Device o WISP o Security Safeguards -Paper -Electronic Systems Data Backup o Daily (to Device) o Weekly (to Device) -rotate 2-3 harddrives, take off-site o Online (Continuing)
  15. 15. Jared D. Correia, Esq. Law Practice Advisor Phone: (857) 383-3250 Email: info@masslomap.orgFind Us Fast! Website: Blog: Facebook: LinkedIn: Twitter: