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