Building a Safe & Secure Corporate Practice

1. ARDEN &ASSOCIATES BuildingaSafe & SecureCorporate Practice Created By: Emily Williams Instructor: Deanna H. Arden PA230-08 9.24.2010 A Technological Blueprint for Constructing Paperless Private Litigation Firms

2. The bluE PRINTS ARDEN &ASSOCIATES RECOMMENDATIONS FOR BUILDING A PAPERLESS LAW OFFICE “Meeting Code” “The Foundation” “The Framing” “Running the Wire” “The Finish Work” ETHICAL RESPONSIBILITIES HARDWARE SOFTWARE COMMUNICATION SPECIALTY SOFTWARE

3. Meeting COde ETHICAL RESPONSIBILITIES • PROTECT PRIVATE INFORMATION • “A lawyer shall not reveal information relating to the representation of a • client unless the client gives informed consent…” Rule 1.6(a), (ABA). • DUTY OF COMPETENCY • “A lawyer shall provide competent representation to a client. Competent representation requires the legal knowledge, skill, thoroughness and preparation reasonably necessary for the representation.” Rule 1.1, (ABA). • REMOVE HIDDEN DATA • “Metadata is structured, encoded data that describe characteristics of information-bearing entities to aid in the identification, discovery, • assessment, and management of the described entities,” (Wikipedia). • COMMUNICATE SECURELY • “… Prevent the transmission of confidential information,” (Hricik). LAW FIRMS HAVE THE RESPONSIBILITY TO MAINTAIN THE HIGHEST STANDARDS OF TECHNOLOGICAL SAFTEY AND SECURITY FOR THEMSELVES AND THEIR CLIENTELE.

4. PROTECT • Client & firm information from unauthorized access & or use. • REMOVE • Metadata (hidden data) from all shared files. • SECURE • Communication through E-mail, Attachments, IPhone, & Internet usage. • PREVENT • Loss or damage of private data through back up. Code Check List SAFTEY & SECURITY FAILURE TO COMPLY WITH NOTED SECURITY MEASURES MAY RESULT IN LAW SUITS, SANCITIONS, DISBARMENT, OR ENCARCERATION. WWW.ABANET.ORG

5. NETWORKFILE SERVER/ PC’S • Dell Package: PC, monitor, keyboard, mouse, etc… for workstations. • Custom package with software preloaded is more cost effective. • Compatible with most software programs. • LAPTOPS/DOCKING STATIONS • Lenovo ThinkPad SL400: Small, portable, light weight equipment. • Used for depositions, discovery, & additional office workstations. • WIRLESS INTERNET ROUTER • WRT54G2 Wireless Broadband Router: High speed connections. Multiple users without slowing system.. • MULTIFUNCTION All-IN-ONE PRINTER • Brother MFC 9700: Copier, Fax, Sheet Fed, & Flatbed Scanner. • Space saving work horse (Sanders 5). Faster scanning of bound documents (Goldman 252). Capacity rated for small offices. • PORTABLE SCANNER PEN • Document R705 B&W Pen Scan: perfect for smaller portions of text. • Save cost of copies from libraries, court houses, & other documents. • Off-line research simple to input into office database. HARDWARE THE FOUNDATION HARDWARE IS THE FOUNDATION OF EVERY PAPERLESS LAW OFFICE. GOOD HARDWARE EXPANDS WITH A FRIM, PROVIDING: TRUSTED, RELIABLE, COMPATIBLE, PIECES WITH EXCELLENT IT SUPPORT.

6. PRELOADED PACKAGE PC”S/LAPTOPS • Firewalls & Anti-Virus preloaded ensuring immediate security. • Allows for quicker training & decreased ethical violations. • ADMINISTRATOR • Require user name and passwords for all hardware. • Limit user access to network, programs & private information. • Password Protection. Administrator is often IT support. • SCRUB DISGARDED HARDWARE • Unlikely Hardware (i.e. fax) stores information even after deletion. • Multifunction hardware requires only one scrub reducing the chance of ethical violations. • ELECTRONIC REPOSITORIES • Save data from portable hardware & download directly to office. • Avoid memory sticks which are easily lost, stolen, &damaged. • ANTI-THEFT TRACKING SYSTEMS • Avoid total loss of hardware & private data. SAFTEY & SECURITY FOUNDATION INSPECTION A PAPELESS LAW FIRM TAKES THE TIME TO INSPECT ITS TECHNOLOGICAL FOUNDATION TO ENSURE STRENGTH; A WEAK FOUNDATION CAN CRUMBLE A LAW PRACTICE.

7. FIREWALL/ANTI-VIRUS • Zone Alarm: Protects private client & firm data by blocking on-line predator access to firm computers (VPC 1). • McAfee: Detects & removes potential threats. • Reduces damages & inconvenience (Boycottchapter27). • WORD PROCESSOR/PDF CONVERTER • Microsoft Word 2010: Familiar, user friendly, & allows efficient document preparation. • Adobe Acrobat: PDF format reduces metadata (Goldman 243). Required by many programs to run. • WIRELESS INTERNET NETWORK • Internet Explorer: Fast communication, current research, inexpensive marketing, banking, & electronic repositories. • Secure transfer of confidential data, E-filing court documents, • BACK UP/E-MAIL ARCHIVE PROGRAM • Exchange Server 2010: Offsite storage, provides better data protection. • Auto saves data & all e-mail interaction. SOFTWARE FRAMING SOFTWARE FORMS THE BASIC TECHNOLOGICAL STRUCTURE OF A PAPERLESS LAW FIRM; DEFENDING AGAINST ATTACKS, AND DETERMINING DAILY FUNCTIONS,

8. WORD PROCCESSOR • Limit unauthorized access to programs & files. • Encrypt files, enable editing restrictions, track changes, convert to PDF format. • Create strong passwords; store in secure locations. • ERASE METADATA • Erase hidden data before sharing, avoid cut & pasting documents. • PASSWORD PROTECTION • Require user name & passwords to access programs. • Use screen savers & lock-out’s for unattended screens. • BACK UP FILES/ E-MAIL ARCHIVES • Off site storage protects against environmental damage, theft, & vandalism. • Retention of smoking guns & data despite power loss. • UPGRADES • Set default to perform automatic program upgrades. SAFTEY & SECURITY FRAMING INSPECTION DON’T ALLOW TECHNOLOGICAL WALLS TO COME CRSHING DOWN; MAINTAIN PROPER PROTECTION OF PRIVATE CLIENT AND FIRM DATA.

9. E-MAIL/ INSTANT MESSAGING • AOL/ AIM: Faster communication, receive & send documents as attachments. • Office interaction: scheduling, memos& reminders. • Receive paperless statements, offer electronic billing. • IPHONES • Eliminate the need for both cell phones & PDA’s. • Performs many of the same functions as a laptop but more cost effective. • Faster office and client interaction; talk, text, & e-mail. • Draft documents & search the internet. • Synchronize schedules & calendars, set alarms & reminders, track billable hours. • Take photos & record video (1hour). Excellent for depositions, & discovery. • Double sided camera for video conferencing. • Satellite technology ensures unlimited storage space. • SOCIAL NETWORKING • List Serves & Blogs: Communicate with other legal professionals. • Business website: attract & communicate with potential clients. COMMUNICATION RUNNING THE WIRES CREATING AND ESTABLISHING CONNECTIONS WITH OTHERS IS AN ESSENTIAL NEED FOR EVERY LAW FIRM; DON’T BE LEFT IN THE DARK.

10. E-MAIL • Follow proper Netiquette and maintain ethical communication. • Utilize disclaimers regarding confidentiality. • Encrypt/ password protect attachments. • Disable type-ahead feature& avoidReply All button. • Do not open e-mails from unknown sources. • IPHONES • Require user password & never text private information. • Utilize electronic repositories to avoid losing private data. • Beware of shoulder surfers & eaves-dropping. • SOCIAL NETWORKS • Be cautious about interactions & never discuss confidential information. • Facebook is not a professional business tool; do not use it to discuss any work related topics. • Use a Firm website to interact with potential clients. • Include disclaimers regarding confidentiality. SAFTEY & SECURITY WIRING INSPECTION ENSURE THAT COMMUNICATION TRAVELS ALONG SECURE CHANNELS TO ITS INTENDED DESTINATION; DON’T GET YOUR WIRES CROSSED, YOU MAY EGNITE A FIRE.

11. LEGAL RESEARCH • LexisNexis: Research relevant case history. Supreme Court Rulings and current courtcases. • PRACTICE MANAGEMENT SOFTWARE • AbacusLaw: Organize & streamline office activity. • Calendar: manage appointments, schedules, case deadlines, statutes of limitations, & reminder dates. • Contact information: Names, addresses, phone numbers, & e-mail accounts. • Files: Organize & track individual case files, projects, client matters, &related documents. • Accounting: Track billable hours, client & firm accounts, prepare bills, reports, &tax returns (Goldman 264). • LEGAL GRAPHIC PROGRAM • SmartDraw: Use preformed templates to create documents. • Timelines, trial graphics, medical illustrations, flowcharts, organizational charts, floor plans, office layouts, mind maps, & Gantt charts, SPECIALTY SOFTWARE FINISH WORK SPECIALTY SOFTWARE IS DESIGNED TO MEET THE INDIVIDUAL NEEDS OF LAW FIRMS; SIMPLIFYING WORK, STREAMLINING DAILY TASKS, AND INCREASING EFFICIENCEY,

12. USER ACCESS PASSWORDS • Require user name &password for specialty programs. • Administrator should limit user access to parts of specialtyprograms (i.e. AbacusLaw Accounting). • PASSWORD PROTECT DATA • Ensure passwords are recorded in a safe location. • Store in a locked drawer or discrete password protected file. • ORGANIZED FILING SYSTEM • An organized filing system will allows for easier conflicts check and retrieval of documents. • Prevent the random opening of confidential documents. FINISH WORK INSPECTION SAFTEY & SECURITY TRAINING AND UTILIZATION OF SPECIALTY SOFTWARE MAY DECREASE CONFLICTS AND PREVENT POTENTIAL OVERSIGHTS WHILE LIMITING ACCESS TO PRIVATE DATA.

13. ETHICAL RESPONSIBILITIES Protect confidentiality. HARDWARE Reliable, expandable, quality. SOFTWARE Protected, compatible, &user friendly. COMMUNICATION Secure connections, safe destinations. SPECIALTY SOFTWARE Streamline, organize, create. FINAL INSPECTION ARDEN AND ASSOCIATES BUILDING A PAPERLESS OFFICE IS A PROCESS; THE TRICK TO GETTING IT RIGHT IS TO FOLLOW THE BLUEPRINTS.

14. Works Cited ABA Legal technology Resource Center. “Practice Control: A Purchasing Guide for Practice Management”. www.abanet.org. American Bar Association: 2010. Web. 12, Aug. 2010. http://www.abanet.org/tech/ltrc/publications/sfbracmanagement.html Boycottchapter27. “Trojan Horse or Virus-Cracker or Hacker 66”. Hubpages.com. Google, n.d. Web. 16, Aug. 2010. Goldman, Thomas F., JD. Technology in the Law Office, 2nd ed. USA: Prentice Hall, 2010. Print. Hricik, Davis and Chase Edward Scott. “Metadata: The Ghosts Haunting e-Documents”. FindLaw. Thomson Reuters. Web. 25, Mar. 2008. http://articles.technology.findlaw.com/2008/Mar/25/11138.html/ VPC Solutions. “How To Install ZoneAlarm Personal Firewall”. www.vermontpcsolutions.com. VPC solutions: n.d. Web. 20, Aug. 2010. Sanders, Catherine and AttyNerino J. Petro, Jr. “Real-World Pile Management: I’m Buried in Paper and Email and Can’t Get Up!”Wisconsin Solo &Small Firm Conference 2007. Italian Conference Center Mikwaukee, WI, 29 &30, Nov. 2007. Guest lecture. Wikipedia.org. Wikimedia Foundation inc., n.d. Web. 21, Sept. 2010. http://en.wikipedia.org/wiki/meta-data.