ABA TECHSHOW 2016 - Beyond Baby Steps: Technology Infrastructure
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So you've got the basics about what kind of technology your law firm needs, but what are the next steps, what are those tools that can really boost your practice and kick your business into high gear?
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ABA TECHSHOW 2016 - Beyond Baby Steps: Technology Infrastructure
- 1. www.techshow.com #ABATECHSHOW PRESENTED BY: Beyond Baby Steps: Technology Infrastructure Presenters Brian Focht: @NCCyberAdvocate Rochelle Washington: @ATTYWASHINGTON
- 3. It all starts with an empty desk…
- 4. PC vs. Mac
- 5. Desktop vs. Laptop Computer
- 6. Monitors – the More the Merrier!
- 8. ... and here’s what you do with your fax machine:
- 9. And if you REALLY want to go Virtual….
- 14. Case Management A Centralized system to manage and organize cases ABA Comparison Chart
- 15. Case Management Server Based SAAS
- 16. Word Processing
- 19. Calendar System
- 20. Time and Billing
- 23. Collaboration
- 24. ENCRYPTION • www.cloudfogger.com • www.safemonk.com • www.boxcryptor.com
- 26. Back-up
- 27. Marketing
- 29. www.techshow.com #ABATECHSHOW SAVE THE DATE! March 17-19, 2016
Notas del editor
- Safekeeping Client Property Confidentiality Trust Accounting Record Keeping Requirement to understand tech Brian you can include the relevant model rule number and any other rules I may have missed.
- You will need the same things virtual or brick and mortar
- Weighing a mere 12 ounces, the Fujitsu ScanSnap S1100 Mobile Document Scanner has made going paperless a much easier goal to attain. Single sheet front side scanning. Can also scan hard cards. Cost 229.00 The desktop version can scan up to 50 pages worth of documents- cost 495.00 and usually comes with Adobe Acrobat X Standard for Windows. You can scan wirelessly Can also get a color portable scanner that can take multi pages and double sided – 295.00 Shop on amazon. ScanSnap comes with free optical character recognition (OCR) software and a free full version of Adobe Acrobat. "That's a great deal," he says. But he recently switched to an all-in-one Kyoseara copier-scanner-fax after his Fujitsu died, partly because the copier on his new unit spits out 65 pages a minute, front and back. Still he has positive things to say about Fujitsu, especially its $380 price tag including Acrobat. "You cannot beat that price," he says. "The software alone costs you half that much."
- So what is a client portal? Client portals would connect to your firm website and change the way clients interact with lawyers. Clients Can: Make Payments Fill Forms Schedule appointments Receive legal advice Communicate with you
- Secure portal Self-service interface Encrypted communications (time/date stamp) Calendaring File storage Document automation State specific library Invoicing Credit card processing
- Example of Direct Law website
- Money Updates Security Pay monthly long term vs. Pay one time fee and own Free updates always new vs. License may not be supported after a while/ big upfront investment must pay for upgrade Who owns the information must read terms of service vs. You still own your information, on your servers
- What should you look for: Does it have a Calendaring system? Does it sync to allow for use by multiple users? Does it include Trust Accounting features? Does it include time-keeping/tracking capabilities? Does it generate reports for conflicts checking? Does it include a client portal giving client’s access to their file and ability to pay their bill using a secure and unique user name and password? Does it generate invoices? Does it allow for you to manage different pricing models (ex. Flat-fee billing, contingency, and hourly) Does it include an app? Does it integrate with other products such as accounting software, client intake software and document management? Is it secure and safe enough for my client files? Do they have lawyer friendly terms of service policies? (remember security of client files is key) Does it include secure document email or document sharing features? Does it allow for easy migration if you already have a case management system? How long has the company been around? Is it stable and not at risk of closing or shutting down? Will you have access to your files if you choose to change service providers or fail to pay your bill? If not cloud based how often will you have to upgrade? If you chose not to upgrade will you still be able to receive tech support for an older version? Will you need on-site tech support to manage the program?
- Sever based – 800-1000, one time payment. May cost more for support. You maintain control over your information
- Word-processing is something you will use on a daily basis. For word-processing needs you should consider what is most suitable for your industry or the people you plan to work with. If have to collaborate with other lawyers or clients on documents, you do will want to use a product that will not create compatibility issues or inhibit the collaborative process. So what should you look for in word-processing: Is it compatible with what others are using in my industry/practice area? Is it intuitive to me? Does it allow for easy editing and collaboration? Can it be easily used on all of my devices? Does it have an app? Is it secure?
- We are moving to a paperless society and therefore inundated with electronic documents in both our personal and professional lives. This means it is increasingly important to properly manage the documents we generate and maintain as lawyers. If you plan to have a litigation practice, your document management issues multiply because of the discovery process and the various electronic forms in which you receive information for this purpose. File naming conventions matter and the ability to search metadata are imperative. The old days of saving a file as “letter to client” or “close letter” have gone away. Try searching generically for a document using either one of those terms and your search results will generate too many documents to even review. Using document management can help you, organize, categorize, search and name your files. With document management software, a document must be “profiled” before it can be saved on the network. Profiling entails keying in some information about the document: nature, author, form (pleading, email, etc.), client, matter and more. This “metadata” allows the document management software to know how to categorize the document properly. Emails, pleadings, correspondence, memos, etc. are all organized by client, matter, lawyer and date created. Document management software also allows searching (including Boolean searches) by keyword, type of document, client name and other criteria. It offers version control, tracking and audit (who created what version) and other activities around document creation, modification and the like. What should you look for in document management software: Does it automatically prompt you to include “tag” language to add search features to any new file you are saving? Does it allow for you to create fillable templates? Does it allow for you to search the text of the documents? Does it help you generate proper naming conventions? Is it easy to use and intuitive? Does it integrate with your case management or other existing systems? Does it include an app? Can it be used on other devices? Is it cloud-based or server based? Does it securely store your files (check the terms of service)? Does it allow for secure document sharing?
- allows you to transform your frequently used documents and forms into intelligent templates that enable superfast production of custom documentation. Fields and fields that calculate that you fill and create a document.
- Calendaring is one of the most important tools you will need in your law office. We are in a deadline driven profession and missing a deadline can be futile. Usually a calendar feature is integrated in a case management system like Clio or as part of a suite of products like such as Office 365 which includes Outlook. Or even Google calendar which comes for free with a gmail account. You may also be required to keep a Calendar and a back up of your calendar by your malpractice insurance provider. Here are few things you should look for in your calendaring software: Does it allow you set up a day counter? (ex. Automatically set a date 15 days out in accordance with a civil procedure rule) Can it sync with your phone or other devices? Is it automatically backed up? Can it be shared with other staff? Does it have an app? Is it intuitive and easy to use? Does it allow you to set reminders and alerts? Does it allow others to set appointments or set meeting invites? Can it be attached or linked to a client matter? Can it sync or is it compatible with your case management, billing or other systems?
- Time and Billing software is one of the most important technological tools that directly affects the success of your law firm as an enterprise. Regardless of the work you do and the time you put in a case, without an accurate and consistent timekeeping, billing and invoicing system you cannot realize your true earnings. Working for hours on end and not reaping the benefits of your labor can directly affect your motivation and drive. No one likes to work for free and choosing to become a small firm lawyer does not mean you have agreed to do so. Incorporating a good billing and invoicing system will increase your profits and keep the momentum as you grow your firm. The more organized you are with time keeping and invoicing the more likely you are to get paid. Your invoices to clients must be consistent, accurate and reliable. A client should be prepared, to some extent, for your bill just as they are prepared for their mortgage payment or their car note. Sending invoices sporadically and late is the recipe for not getting paid. If your system is easily accessible, intuitive and accurate you are more likely to capture all of your time. Gathering sticky notes, and looking for slips of paper randomly placed in files only deters you from staying on top of your billing process. Here are a few things to look for in your time and billing software: Does it keep track of time as you work? Can it generate invoices? Can you keep track of time in different ways and at different rates (ex. Hourly, flat rate, contingency) Can it keep IOLTA trust accounting? Does it allow for online payments via a client portal? Does it include an app or mobile access? Does it integrate with existing case management or accounting software? Is it secure (read the terms of service)? Can it keep time for multiple users? Can it generate reports? Can it keep track of accounts receivable? Can it send bills electronically? Can you automate reminder emails for late payments? Can it accommodate payment plan?
- You can bill from a browser, phone, or tablet. You can do contingent, hourly, or flat fee. It will take care of mailing bills, if you don't want to. You can connect it to PayPal or a merchant account and take payments that way. It's just awesome. FreshBooks is an accounting service by nature, but they’ve also got a bunch of other useful features, including time keeping and invoicing. If you’d prefer to reduce the number of different cloud products you use, FreshBooks is a good alternative to Harvest. They have a free plan to start out, and then it goes up to $19.95/month. Good alternative to harvest.
- Also allows for sharing. Different mechanisms for sharing documents.
- Protecting Your Data in the Cloud You should now be using 256bit AES (Advanced Encryption Standard) and not 128bit. This is not the highest commercially available level of encryption. Cloudfogger does not store the encrypted data so there is a physical layer between the encryption service and the storage location of the data Cloudfogger encrypts your data on the local device before it gets uploaded to the cloud. That guarantees that Dropbox and others never get access to the content of your files. You can also easily encrypt and decrypt single files via the Windows Explorer context menu. Handy when you only want to encrypt a few files because you want to take them with you on your USB pen drive. Encrypted files and protected folders can be shared easily and securely with others without providing them your Cloudfogger credentials. This allows for example a secure usage of a shared Dropbox Folder. Safe monk: Encryption designed for dropbox. Provides auditing control. Can revoke use by user or by file. You have complete control over data. Can grant and remove privileges from staff. Neither dropbox or safemonk can see the private keys use to protect files. In the event of a data breach or a subpoena your docs are protected. Works for dropbox, google drive, Microsoft SugarSync, box.net and many others. Works on all platforms: apple windows, blackberry, mac Boxcryptor creates a virtual drive on your computer that allows you to encrypt your files locally before uploading them to your cloud or clouds of choice. It encrypts individual files - and does not create containers. Any file dropped into an encrypted folder within the Boxcryptor drive will get automatically encrypted before it is synced to the cloud.
- 1Password- key symbol
- Hard Drive Portable Hard Drive Cloud Back-Up Box, Dropbox, One Drive Cloud Back-up services 1. Mozy 2. Carbonite 3. Iron Mountain
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