This document provides an overview of essential office hardware and technology for lawyers. It discusses key considerations for computers, monitors, scanners, printers, fax machines, smartphones, office software, case management systems, billing software, records management, data security, and data backup. Contact information is provided for Jared Correia of the Massachusetts Law Office Management Assistance Program for additional assistance.

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: info@masslomap.org
Website: www.masslomap.org
Facebook: www.facebook.com/MassLOMAP
LinkedIn: www.linkedin.com/company/mass-lomap/
Twitter: www.twitter.com/MassLOMAP

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. 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. 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. 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

6. www.brighthub.com

8. BuyYourTechTools andToys from DiscountWebsites:
o Shopzilla
o NewEgg
o CTIStore
o Ben’s Bargains
o Buy.com
o Geeks.com
o MeritLine.com
Coupon Sites:
o Groupon.com
o RetailMeNot.com
o DealCoupon.com

9. Issues ofTraditional Fax
o Jamming
o Out of Paper
o Out of Ink
o Overwriting
eFax is the Answer
Compare Services at: www.faxcompare.com

10. 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

11. 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

12. 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

13. 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?

14. 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

15. 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)

16. Jared D. Correia, Esq.
Law Practice Advisor
Phone: (857) 383-3250
Email: info@masslomap.orgFind Us Fast!
Website: www.masslomap.org
Blog: http://masslomap.blogspot.com
Facebook: www.facebook.com/MassLOMAP
LinkedIn: www.linkedin.com/company/mass-lomap/
Twitter: www.twitter.com/MassLOMAP
www.twitter.com/RodneyDowell
www.twitter.com/JaredCorreia