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Technology inputs for the new Law office

Explore essential hardware and software options for your law practice with expert insights from Jared D. Correia, Esq., covering office equipment, scanners, printers, PDF tools, eFax services, smartphones, software comparisons, and records management techniques.

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Technology inputs for the new Law office

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  1. Technology inputs for the new Law office 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. Mission Control • Most Essential Office Hardware, Often Overlooked • Your Computer Desktop vs Laptop vs Netbook vs Tablet 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? Remote Access Second, or Multiple Monitors

  3. Scanners + Printers + Fax, Oh My! • Multifunction versus Multiple Machines • Does It OCR? • Desktop versus Portable • Bundle Packages: Scanner plus PDF Converter • Fujitsu ScanSnap with Adobe Acrobat • Kodak ScanMate with Nuance PDF PaperPort & OmniPage • Scanning Process + Naming Conventions • Create Workflow for Scanning Processes • Create Coherent and Consistent Naming Conventions

  4. PDF = Pretty Damn Fine • PDF = “Portable Document Format” • Image Scan (Non-OCR) versus Text Scan (OCR) • *Only OCR’d Documents May Be Manipulated* • Converter Program Options • Adobe Acrobat 10 (“X”) (the “Gold” Standard) • Nuance PDF Converter 7 (the “Silver” Standard) • Cheap or Free Options (the “Bronze” Standards) • PDFForge/CutePDF, e.g. • Advantages of PDF: • Looks the Same on Every Computer • Bates Stamping • Forms Creation • Metadata Removal • Encryption and Password Protection

  5. Printers, printers, printers • Brother HL-2240 Laser Printer ($120), 24 ppm • Lexmark E260dn Ink Printer ($180), 35 ppm • HP Laser Jet M1522nf ($325), 24 ppm + multifunction • Canon imageClass MF8050Cn ($500), 8-12 ppm + multifunction • Key Considerations: • Print Quality • Printing Speed • Multiple Trays vs Switching Trays • Networkability

  6. Know the true cost of ink www.brighthub.com

  7. Your Good Stuff Cheap • Buy Your Tech Tools and Toys from Discount Websites: • Shopzilla • NewEgg • CTIStore • Ben’s Bargains • Buy.com • Geeks.com • MeritLine.com • Coupon Sites: • Groupon.com • RetailMeNot.com • DealCoupon.com

  8. Just the eFacts, Ma’am • Issues of Traditional Fax • Jamming • Out of Paper • Out of Ink • Overwriting eFax is the Answer Compare Services at: www.faxcompare.com

  9. Smartphones • iPhone • Android • Blackberry • Key Considerations: • Compatible w/ Operating System, Email + Calendar • “Deal of the Day” • Data Plan • Battery Life • Usability • Wireless Synchronicity • Microsoft Exchange Server • Mobile Me Compare + Contrast @

  10. Productivity Software • Microsoft Office 2010 • Google Docs • WordPerfect Office X5 • Open Office 3.3 • To-Do: • Draft Documents • Create Spreadsheets • Build Presentations • Email + Calendar? (Sync?) • Key Considerations: • Features • Cost • Conversion • Collaboration • Upgrades

  11. Practice Management Software • Common Features: • Master Case List • Holistic View of Practice/Chronological View of Cases • Contact Management + Conflict Checking • Calendaring + Tasks • Email Archive • Document Management • Time + Billing • Product Choices: • Traditional Software Download • -AbacusLaw, Amicus Attorney • SaaS • -Clio, Firm Manager, RocketMatter • Hybrid: Traditional/SaaS • -Needles + eCase • Email Add-On • -Credenza

  12. Financial Management Software • Excel • Quicken vs Quickbooks • RTG Bills • Tabs3 • Built-Ins • Chrometa • Smart Time • Trust Accounting • Hire Accountant?

  13. Records Management • The Lay of the Land: Client File Retention and Disposition • Valuable Property Should Be Delivered to the Client or Stored Indefinitely. • Client Fund Records May Be Destroyed Six Years After Termination of Representation. • Other Client Files Should Be Retained for An “Appropriate Time” After Termination • of Representation. • Reasonable Notice Period w/ Opportunity to Object • After Reasonable Time Period Passes, Files May Be Destroyed • Files Must Be Destroyed in a Way That Maintains Confidentiality • Fee Agreement Provision • Provide Notice • Get Sign-Off on Process • Records Management Policy • Think Marketing • How Do You Transmit Closed Files to Clients? • Paper • Branded Folder • Electronic • Branded Thumbdrive

  14. Records Protection • State Rules • Massachusetts Data Privacy Laws + Regulations • -MGL c. 93H + 93I • -201 CMR 17.00 • SJC Interim Guidelines for the Protection of Personal Identifying Data • WISP • Security Safeguards • -Paper • -Electronic Systems • Compliance Options for Encryption • by Document • by Email • by Device • Data Backup • Daily (to Device) • Weekly (to Device) • -rotate 2-3 harddrives, take off-site • Online (Continuing)

  15. Questions?Concerns??CONTACT LOMAP forPractice Management Consulting Jared D. Correia, Esq. Law Practice Advisor Phone: (857) 383-3250 Email: info@masslomap.org Find 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

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