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/Mass. LOMAP Linked. In: www. linkedin. com/company/mass-lomap/ Twitter: www. twitter. com/Mass. LOMAP
MISSION CONTROL Most Essential Office Hardware, Often Overlooked o Your Computer Desktop vs Laptop vs Netbook vs Tablet Don’t Buy Out-of-the Box! Remote Access Second, or Multiple Monitors Key Considerations: § Processor speed -- multiple core § SDRAM 3 GB+ § Hard Drive --GB + speed § Operating System § Windows 7 § Professional § Ultimate § Mac OS X § Does it work with what you have?
SCANNERS + PRINTERS + FAX, OH MY! Multifunction versus Multiple Machines Does It OCR? Desktop versus Portable Bundle Packages: Scanner plus PDF Converter o Fujitsu Scan. Snap with Adobe Acrobat o Kodak Scan. Mate with Nuance PDF Paper. Port & Omni. Page Scanning Process + Naming Conventions o Create Workflow for Scanning Processes o Create Coherent and Consistent Naming Conventions
PDF = PRETTY DAMN FINE 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/Cute. PDF, 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
PRINTERS, PRINTERS o Brother HL-2240 Laser Printer ($120), 24 ppm o Lexmark E 260 dn Ink Printer ($180), 35 ppm o HP Laser Jet M 1522 nf ($325), 24 ppm + multifunction o Canon image. Class MF 8050 Cn ($500), 8 -12 ppm + multifunction Key Considerations: § Print Quality § Printing Speed §Multiple Trays vs Switching Trays § Networkability
KNOW THE TRUE COST OF INK www. brighthub. com
YOUR GOOD STUFF CHEAP Buy Your Tech Tools and Toys from Discount Websites: o Shopzilla o New. Egg o CTIStore o Ben’s Bargains o Buy. com o Geeks. com o Merit. Line. com Coupon Sites: o Groupon. com o Retail. Me. Not. com o Deal. Coupon. com
JUST THE EFACTS, MA’AM Issues of Traditional Fax o Jamming o Out of Paper o Out of Ink o Overwriting e. Fax is the Answer Compare Services at: www. faxcompare. com
SMARTPHONES o i. Phone 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
PRODUCTIVITY SOFTWARE o Microsoft Office 2010 o Google Docs o Word. Perfect Office X 5 To-Do: Ø Draft Documents Ø Create Spreadsheets Ø Build Presentations Ø Email + Calendar? (Sync? ) o Open Office 3. 3 Key Considerations: § Features § Cost § Conversion § Collaboration § Upgrades
PRACTICE MANAGEMENT SOFTWARE 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 Product Choices: o Time + Billing o Traditional Software Download -Abacus. Law, Amicus Attorney o Saa. S -Clio, Firm Manager, Rocket. Matter o Hybrid: Traditional/Saa. S -Needles + e. Case o Email Add-On -Credenza
FINANCIAL MANAGEMENT SOFTWARE o Excel o Quicken vs Quickbooks o RTG Bills o Tabs 3 o Built-Ins o Chrometa o Smart Time o Trust Accounting o Hire Accountant?
RECORDS MANAGEMENT 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
RECORDS PROTECTION State Rules o Massachusetts Data Privacy Laws + Regulations -MGL c. 93 H + 93 I -201 CMR 17. 00 o SJC Interim Guidelines for the Protection of Personal Identifying Data 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) Compliance Options for Encryption o by Document o by Email o by Device
QUESTIONS? CONCERNS? ? CONTACT LOMAP FOR PRACTICE MANAGEMENT CONSULTING Find Us Fast! Website: www. masslomap. org Blog: http: //masslomap. blogspot. com Facebook: www. facebook. com/Mass. LOMAP Linked. In: www. linkedin. com/company/mass-lomap/ Twitter: www. twitter. com/Mass. LOMAP www. twitter. com/Rodney. Dowell www. twitter. com/Jared. Correia Jared D. Correia, Esq. Law Practice Advisor Phone: (857) 383 -3250 Email: info@masslomap. org
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