Presented by Jared D. Correia, Esq. Law Practice Advisor Massachusetts Law Office Management Assistance Program (LOMAP) 31 Milk Street Suite 815 Boston, MA Phone: (857) Website: Facebook: LinkedIn: Twitter:

Most Essential Office Hardware, Often Overlooked o 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? Second, or Multiple Monitors Remote Access

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

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

Key Considerations:  Print Quality  Printing Speed  Multiple Trays vs Switching Trays  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

Buy Your Tech Tools and Toys from Discount Websites: 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

Issues of Traditional Fax o Jamming o Out of Paper o Out of Ink o Overwriting eFax is the Answer Compare Services at:

o iPhone o Android o Blackberry Compare + Key Considerations:  Compatible w/ Operating System, + Calendar  “Deal of the Day”  Data Plan  Battery Life  Usability  Wireless Synchronicity  Microsoft Exchange Server  Mobile Me

o Microsoft Office 2010 o Google Docs o WordPerfect Office X5 o Open Office 3.3 To-Do:  Draft Documents  Create Spreadsheets  Build Presentations  + Calendar? (Sync?) Key Considerations:  Features  Cost  Conversion  Collaboration  Upgrades

Common Features: o Master Case List o Holistic View of Practice/Chronological View of Cases o Contact Management + Conflict Checking o Calendaring + Tasks o 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 Add-On -Credenza

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?

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

State Rules o Massachusetts Data Privacy Laws + Regulations -MGL c. 93H + 93I -201 CMR o SJC Interim Guidelines for the Protection of Personal Identifying Data Compliance Options for Encryption o by Document o by 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)

Jared D. Correia, Esq. Law Practice Advisor Phone: (857) Find Us Fast! Website: Blog: Facebook: LinkedIn: Twitter: