nova newsletter · 2 | may 2014 nova newsletter metro toronto convention centre toronto, ontario,...

15
Northern Virginia Chapter NoVa Newsletter MAY 2014 Business Partners 3 RIP to Microsoft XP in April 2014 7 Member Spotlight: 15 Ryan Colby Heroes v. Villains 8 In Memoriam: Jaime Rowley 9 Paper Retention Still Matters 10 Williamsburg Retreat 13 NAMIWalks Northern 14 Virginia 2014 Workspace Trends Reflect Today’s 12 Needs This is my last message to you as the President of the ALA Northern Virginia Chapter. During my tenure, I have had the plea- sure and honor, as President, to attend many Conferences including the Chapter Leadership Institute (CLI), the State Wide Retreat, the National Conference, the IP Retreat and many educational meetings offered by our Chapter, to meet many people that have wonderful ideas and suggestions. For anyone willing to serve on our board, you should plan on attend- ing as many as you can. ALA is a great resource for our Chapter and your firm. You will acquire new skills and keep cur- rent on trends such as Diversity Initiatives, Labor Law Updates, cutting-edge man- agement, leadership products and services to the global legal community while meet- ing an amazing group of people devoted to our industry. My experience over the years is in large part due to my relationships with other administrators, networking with various members as well as the wonderful staff at National ALA. Another great resource that we all share would be the educational sessions we have. This not only allows us to gain new perspectives on old ideas but an opportunity to network with our peers. There have been countless times when I have reached out to my ALA peers for advice on how specific situations have been handled and I have found great value in that information. I also believe this is just the beginning of the changes and opportunities for those willing to serve locally and nationally. ALA and the Northern Virginia Chapter need your highly, engaged talent so I am encouraging everyone to step forward and volunteer a little bit of your time to your Chapter and your peers. We have a few positions opened (Vice President, Busi- ness Partner Committee Chair Person, Educational Program Co-Chair, Mem- bership Co-Chair) and they are all very rewarding as you will get to have fun with a very dedicated and helpful group of people. We are thankful for our Business Part- ners and their willingness to share their resources. I appreciate the opportunity to serve and am truly thankful to those that throughout the years, have given their un- conditional guidance and support. I could not have done it without you! Lyne Lollichon President’s Message INSIDE THIS ISSUE:

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Page 1: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

Northern Virginia Chapter

NoVa Newsletter MAY 2014

Business Partners 3

RIP to Microsoft XP in April 2014 7

Member Spotlight 15 Ryan Colby

Heroes v Villains 8

In Memoriam Jaime Rowley 9

Paper Retention Still Matters 10

Williamsburg Retreat 13

NAMIWalks Northern 14 Virginia 2014

Workspace Trends Reflect Todayrsquos 12 Needs

This is my last message to you as the President of the ALA Northern Virginia Chapter

During my tenure I have had the plea-sure and honor as President to attend many Conferences including the Chapter Leadership Institute (CLI) the State Wide Retreat the National Conference the IP Retreat and many educational meetings offered by our Chapter to meet many people that have wonderful ideas and suggestions For anyone willing to serve on our board you should plan on attend-ing as many as you can ALA is a great resource for our Chapter and your firm

You will acquire new skills and keep cur-rent on trends such as Diversity Initiatives Labor Law Updates cutting-edge man-agement leadership products and services to the global legal community while meet-ing an amazing group of people devoted to our industry

My experience over the years is in large part due to my relationships with other administrators networking with various members as well as the wonderful staff at National ALA Another great resource that we all share would be the educational sessions we have This not only allows us to gain new perspectives on old ideas

but an opportunity to network with our peers There have been countless times when I have reached out to my ALA peers for advice on how specific situations have been handled and I have found great value in that information

I also believe this is just the beginning of the changes and opportunities for those willing to serve locally and nationally ALA and the Northern Virginia Chapter need your highly engaged talent so I am encouraging everyone to step forward and volunteer a little bit of your time to your Chapter and your peers We have a few positions opened (Vice President Busi-ness Partner Committee Chair Person Educational Program Co-Chair Mem-bership Co-Chair) and they are all very rewarding as you will get to have fun with a very dedicated and helpful group of people

We are thankful for our Business Part-ners and their willingness to share their resources I appreciate the opportunity to serve and am truly thankful to those that throughout the years have given their un-conditional guidance and support I could not have done it without you

Lyne Lollichon

Presidentrsquos Message

INSIDE THIS ISSUE

2 | MAY 2014 NOVA NEWSLETTER

Metro Toronto Convention CentreToronto Ontario Canada

CONFERENCE DATESMonday May 19 ndash Thursday May 22 2014

EXPOSITION DATESTuesday May 20 ndash Thursday May 22 2014

2014 ANNUALCONFERENCE amp EXPOSITION

PREVIEW

alanetorgannual

Metro Toronto Convention CentreToronto Ontario Canada

CONFERENCE DATESMonday May 19 ndash Thursday May 22 2014

EXPOSITION DATESTuesday May 20 ndash Thursday May 22 2014

2014 ANNUALCONFERENCE amp EXPOSITION

PREVIEW

alanetorgannual

Metro Toronto Convention CentreToronto Ontario Canada

CONFERENCE DATESMonday May 19 ndash Thursday May 22 2014

EXPOSITION DATESTuesday May 20 ndash Thursday May 22 2014

2014 ANNUALCONFERENCE amp EXPOSITION

PREVIEW

alanetorgannual

Whatrsquos NewFlexible Schedule With education run-ning concurrent with Hive sessions and exhibit hours you can spend more time with activities that matter most to you

CLM Clout As a CLM enjoy exclusive benefits such as breakfast Tuesday with keynote speakers Mark Kelly and Gabby Giffords and a private CLM Lounge

Managing Partner Sessions Learn from real-world scenarios in client develop-ment and firm management

IDEA and Association Awards Join the inaugural event honoring the best and the brightest in innovation develop-ment engagement and advancement

New in The Legal Marketplace (former-ly Exhibit Hall) Connect with experts at the Hub learn the latest tech at the Hive and refresh your mind body and portable devices in the Recharge lounge

The Legal Office of the Future Inno-vation Lab Take a guided tour of your 2035 office An amazing one-time event presented by ALA in partnership with Gensler

What will the legal office look like in 2035 How will it function Experi-

ence and evaluate what is on the horizon See ground breaking

technology and trends FIRST with ALA and Gensler

The Grand Finale VIP Treat-ment A special night of dinner

a fabulous concert and after-glow party Stay tuned

for further details

Metro Toronto Convention CentreToronto Ontario Canada

CONFERENCE DATESMonday May 19 ndash Thursday May 22 2014EXPOSITION DATESTuesday May 20 ndash Thursday May 22 2014

The one place to get it allA mosaic is a mix of diverse elements forming a unique whole In one time and place you can meet the people gain the education and see the products that will move you ndash and your firm-forward

Schedule At-A-GlanceMonday May 19bull Leadership Meetingsbull Idea Exchangesbull Business Matters Sessionsbull Certificate programs in

collaboration with Legal Marketing Association (LMA)

bull The 2013 National Legal Sector Benchmark Survey Results from Cushman amp Wakefield

bull Introduction to social media Hive

bull The Legal Office of the Future a discussion led by Gensler

bull LeadershipNewcomersrsquo Connection

bull Welcome Reception(By invitation only some beginning on Sunday)

Tuesday May 20bull Keynote Address Gabrielle

Giffords and Mark Kellybull The Legal Marketplace

(Exhibit Hall) Openbull Educational Sessionsbull ALArsquos brand new IDEA

and Association Awards presentation

Wednesday May 21bull Educational Sessionsbull Business Matters Sessionsbull Association Luncheonbull The Legal Marketplace

(Exhibit Hall) Openbull Networking Reception

in the Legal Marketplace

Thursday May 22bull Educational Sessionsbull Business Matters Sessionsbull David W Brezina Memorial

General Sessionbull The Legal Marketplace

(Exhibit Hall) Openbull Grand Finale Event

The VIP Treatment

An Education amp Networking Mosaic

NOVA NEWSLETTER MAY 2014 | 3

2014 Northern Virginia ALA Business Partners

PLATINUM SPONSOR

Planet Depos405 East Gude Drive Suite 209Rockville MD 20850Contact JJ Rochefort (jjrochefortplanetdeposcom)Phone 888-433-3767703-307-7372Web httpwwwplanetdeposcomIndustry Court ReportingVideographyVideo Conferencing

GOLD SPONSOR

BASE Solutions8230 Leesburg Pike Suite 610Tysons Corner VA 22180Contact Atul Bhagat(atulbasesolutionsllccom)Phone 571-210-4270Web httpwwwbasesolutionsllccomIndustry IT Managed Services

SILVER SPONSOR

SunTrust BankSunTrust Investment Services IncMail Code VA ACW-51028330 Boone Boulevard 8th FloorVienna VA 22182Contact Marilyn Daniel (MarilynDanielsuntrustcom)Phone 703-442-1501Web httpwwwsuntrustcomIndustry Banking

4 | MAY 2014 NOVA NEWSLETTER

2014 Northern Virginia ALA Business Partners

BRONZE SPONSORS

Jamison Insurance Group 888 17th Street NW Suite 212Washington DC 20006Contact Dennis M Duff (dduffjamisongroupcom)Phone 202-775-0077Web wwwjamisongroupcomIndustry Insurance

Sensei Enterprises Inc 3975 University Drive Suite 225Fairfax VA 22030 Contact Sharon Nelson (snelsonsenseientcom)Phone 703-359-0700Web wwwsenseientcom Industry IT Support for Law Firms

Legal Placements Inc 7700 Leesburg Pike Suite 210Falls Church VA 22043 Contact Lori DiCesare (lorilegalplacementscom)Phone 703-917-1829Web wwwlegalplacementscom Industry Staffing Agency

JK Moving Services 44077 Mercure CircleStering VA 20166Contact Jon Theiss (JonTheissjkmovingcom)Phone 703-574-6735Web wwwjkmovingcomarchives Industry Archiving Services

EBC Carpet Services Inc4385 Nicole DriveLanham MD 20706Contact Gordon Taylor (gordytebcusacom)Web wwwebcusacomPhone 301-252-5273Industry Specialized Flooring amp Textile Cleaning

ACCESS Information Management9101 Owens DriveManassas Park VA 20111 Contact Steven Woodward (swoodwardaccesscorpcom)Phone 703-368-8180 Web wwwinformationprotectedcom Industry Records and Information Management

Legal E-Employment Partners1577 Spring Hill Road Suite 270Vienna VA 22182Contact Jeanette Derby PresidentAmber Goettlich Administrative Coordinator (jderbymylegalecom)(ambermylegalecom)Web wwwmylegalecom Phone 202-316-1500Industry Legal Staffing

CSC Leasing Company6806 Paragon Place Suite 170Richmond VA 23230Contact Rawleigh Taylor (RTaylorcscleasingcom)Web wwwcscleasingcomPhone 703-632-8412Industry Leasing

NOVA NEWSLETTER MAY 2014 | 5

2014 Northern Virginia ALA Business Partners

Konica Minolta Business Solutions7901 Jones Branch Drive 8th FloorMcLean VA 22102Contact Michael Shavatt (mshavattkmbskonicaminoltaus)Web wwwkmbskonicaminoltausPhone 703-637-1514Industry Business SolutionsCopier

FRIENDSHIP SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

TRAK Legal 8200 Greensboro Drive Suite 275McLean VA 22102Contact Kelly Falconi (KellyFalconitraklegalcom)Phone 703-917-8770Website wwwtrakcompaniescomIndustry Legal Support and RecordsLibrary Staffing Solutions

Washington Express LLC 12240 Indian Creek Court 100Beltsville MD 20705 Contact Courtney Leonard (Courtneyleonardwashingtonexpresscom)Phone 301-210-0899 ex 265 Web wwwwashingtonexpresscom Industry Courier Service VisaPassport Service

Davis Carter Scott Ltd 1676 International Drive 500 McLean VA 22102 Contact Marcia Calhoun (mcalhoundcsdesigncom)Phone 703-556-9275Web wwwdcsdesigncom Industry Interior Architecture

Elite Document Solutions10301 Democracy Lane Suite 120Fairfax VA 22030Contact Keith Burke (Keithelitedocsllccom)Web wwwelitedocsllccomPhone 703-273-1334 Industry Litigation Support

MEET A MEMBER SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

6 | MAY 2014 NOVA NEWSLETTER

COURT REPORTING VIDEOGRAPHY VIDEOCONFERENCING AND INTERPRETATION SERVICES

A COMPREHENSIVE PORTFOLIO OF SERVICES

bull SchedulingbullCalendarbull TranscriptsbullExhibitsbullVideo Access and

Collaboration

ADDITIONAL SERVICES

bullCase Management

bullConference Rooms

bullConference Call Center 247

bullEmergency Support 247

bullVideo Editing Duplication

Conversion

bullPre-Trial and Trial Consulting

bullCourtroom Playback

bullTranscription

bullRealtime to iPadsbullPaperless Exhibits bull Text Streaming

bull Synchronized Transcript-to-VideobullVideo Streamingbull Interactive Media Displaybull Site Inspections

bull Traditional or MobilebullWorldwide LocationsbullAdd Realtime Streambull Share Exhibits Electronically

bull Interpretersbull TranslationsbullOn-the-ground Liaisons

VIDEOGRAPHY VIDEOCONFERENCING

INTERPRETATION

COURT REPORTING

ONLINE

(US) 888-433-3767 | schedulingplanetdeposcom | wwwplanetdeposcom

LOCAL OFFICESANNAPOLIS bull BALTIMORE bull GREENBELT bull ROCKVILLE bull WASHINGTON DC bull TYSONS CORNER

NOVA NEWSLETTER MAY 2014 | 7

RIP TO MICROSOFT XP

By Sharon D Nelson Esq and John W Simek copy 2014 Sensei Enterprises Inc

Unless yoursquove been hibernating you know that sup-port for Windows XP SP3 ended on April 8 2014 This means that Microsoft will not be providing any

security updates after that date Should you care and quickly run out and purchase an upgraded operating sys-tem Many critics are claiming that Microsoft is stopping support in order to increase sales of the more current operating system software Others are predicting that the sky will fall as hackers are just waiting to release their latest malware right after April 8th We believe that there will be attempts to compromise Windows XP systems but it is hard to believe that there will be a massive attack on April 9th Sometime in the future yes Immediately probably not

Why all this hoopla over replacing Windows XP Many systems are currently running XP and you probably donrsquot even realize it The majority of airport scheduling sys-tems run XP to drive the monitors displaying departure times gate assignments etc for the thousands of flights that occur every day Imagine the impact if airport flight displays suddenly go dark A bigger risk exists in the banking industry Most ATMs run XP as the operating system A compromise of an ATM could cause a huge amount of financial damage especially if the exploit was spread across the entire ATM network

Why should you care as a lawyer Well therersquos an ethical duty for lawyers to protect the confidentiality of their clientsrsquo information Without the continuing security updates your computer system could be compromised by the bad guys putting your clientrsquos data at risk As a

result some bars may determine that you are subject to disciplinary action for failure to reasonably protect client data if you continue to use Windows XP after April 8th

Failure to comply with a lawyerrsquos ethical duties isnrsquot the only potential gotcha Many law firms use their comput-ers to process credit card payments from their clients If the computer is running Windows XP there is a possi-bility that it will be infected with malware after the XP end-of-life date The malware could intercept the credit card payment information This means you have to deal with possible fines for violating the requirements of PCI DSS (Payment Card Industry Data Security Standards) state data breach laws and a public relations disaster if you have a data breach In short it wouldnrsquot be a very good day It will be even worse if you use QuickBooks on the same compromised machine That would put all of your financial data at risk including any trust account in-formation Your first bounced check would be an unwel-come clue that a hacker had just siphoned money out of your bank account following a successful attack on your XP-based computer

Some have pointed to the fact that Microsoft will contin-ue to provide updates for their Security Essentials prod-uct running on XP after April 8th That doesnrsquot give us a lot of confidence that you should continue to use XP For

IN APRIL 2014

8 | MAY 2014 NOVA NEWSLETTER

those that donrsquot know Security Essentials is Microsoftrsquos version of virus protection software While continued support will help prevent future infections it still doesnrsquot solve the core problem of future unpatched security vulnerabilities of the operating sys-tem In addition application developers will drop any support of their products running on XP The application may run just fine on XP post the out-of-support date but good luck in getting any technical support from the vendor As upgrades to their applica-tions are developed they will cease testing on the XP operating system This further increases your attack vector since not only will the operating system be susceptible to compromise but non-supported (and therefore non-tested) applications will be at risk of attack

So what are you waiting for Run donrsquot walk and replace that malware-magnet XP machine Unfortunately there is no direct upgrade option from XP to one of the modern operating systems Yoursquoll have to transfer your data manually possibly upgrade hardware and potentially upgrade some of your application software too No matter what ditch that XP computer and keep those security updates coming n

The authors are the President and Vice President of Sensei Enterprises Inc a legal technology information security and digital forensics firm based in Fairfax VA 703-359-0700 (phone) wwwsenseientcom

Not only will the operating

system be susceptible to compromise

but non-supported

applications will be at risk of

attack

ALA Northern Virginia is proud to have sponsored the Heroes v Villains Run for Justice 5k bene-fitting the Fairfax Law Foundation on April 6

2014 The Fairfax Law Foundation raises and distrib-utes funds in order to educate the publicrsquos understand-ing the justice system and to provide greater access to the justice system through community outreach and pro bono programs

ALA Northern Virginia members distributed power bars provided by Business Partner Planet Depos to runners as they finished the race The sponsorship was in memory of Jaime Rowley ALA Member who passed away after she was hit by a car while running one of her favorite activities RunForJaime n

HEROES v VILLAINS

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 2: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

2 | MAY 2014 NOVA NEWSLETTER

Metro Toronto Convention CentreToronto Ontario Canada

CONFERENCE DATESMonday May 19 ndash Thursday May 22 2014

EXPOSITION DATESTuesday May 20 ndash Thursday May 22 2014

2014 ANNUALCONFERENCE amp EXPOSITION

PREVIEW

alanetorgannual

Metro Toronto Convention CentreToronto Ontario Canada

CONFERENCE DATESMonday May 19 ndash Thursday May 22 2014

EXPOSITION DATESTuesday May 20 ndash Thursday May 22 2014

2014 ANNUALCONFERENCE amp EXPOSITION

PREVIEW

alanetorgannual

Metro Toronto Convention CentreToronto Ontario Canada

CONFERENCE DATESMonday May 19 ndash Thursday May 22 2014

EXPOSITION DATESTuesday May 20 ndash Thursday May 22 2014

2014 ANNUALCONFERENCE amp EXPOSITION

PREVIEW

alanetorgannual

Whatrsquos NewFlexible Schedule With education run-ning concurrent with Hive sessions and exhibit hours you can spend more time with activities that matter most to you

CLM Clout As a CLM enjoy exclusive benefits such as breakfast Tuesday with keynote speakers Mark Kelly and Gabby Giffords and a private CLM Lounge

Managing Partner Sessions Learn from real-world scenarios in client develop-ment and firm management

IDEA and Association Awards Join the inaugural event honoring the best and the brightest in innovation develop-ment engagement and advancement

New in The Legal Marketplace (former-ly Exhibit Hall) Connect with experts at the Hub learn the latest tech at the Hive and refresh your mind body and portable devices in the Recharge lounge

The Legal Office of the Future Inno-vation Lab Take a guided tour of your 2035 office An amazing one-time event presented by ALA in partnership with Gensler

What will the legal office look like in 2035 How will it function Experi-

ence and evaluate what is on the horizon See ground breaking

technology and trends FIRST with ALA and Gensler

The Grand Finale VIP Treat-ment A special night of dinner

a fabulous concert and after-glow party Stay tuned

for further details

Metro Toronto Convention CentreToronto Ontario Canada

CONFERENCE DATESMonday May 19 ndash Thursday May 22 2014EXPOSITION DATESTuesday May 20 ndash Thursday May 22 2014

The one place to get it allA mosaic is a mix of diverse elements forming a unique whole In one time and place you can meet the people gain the education and see the products that will move you ndash and your firm-forward

Schedule At-A-GlanceMonday May 19bull Leadership Meetingsbull Idea Exchangesbull Business Matters Sessionsbull Certificate programs in

collaboration with Legal Marketing Association (LMA)

bull The 2013 National Legal Sector Benchmark Survey Results from Cushman amp Wakefield

bull Introduction to social media Hive

bull The Legal Office of the Future a discussion led by Gensler

bull LeadershipNewcomersrsquo Connection

bull Welcome Reception(By invitation only some beginning on Sunday)

Tuesday May 20bull Keynote Address Gabrielle

Giffords and Mark Kellybull The Legal Marketplace

(Exhibit Hall) Openbull Educational Sessionsbull ALArsquos brand new IDEA

and Association Awards presentation

Wednesday May 21bull Educational Sessionsbull Business Matters Sessionsbull Association Luncheonbull The Legal Marketplace

(Exhibit Hall) Openbull Networking Reception

in the Legal Marketplace

Thursday May 22bull Educational Sessionsbull Business Matters Sessionsbull David W Brezina Memorial

General Sessionbull The Legal Marketplace

(Exhibit Hall) Openbull Grand Finale Event

The VIP Treatment

An Education amp Networking Mosaic

NOVA NEWSLETTER MAY 2014 | 3

2014 Northern Virginia ALA Business Partners

PLATINUM SPONSOR

Planet Depos405 East Gude Drive Suite 209Rockville MD 20850Contact JJ Rochefort (jjrochefortplanetdeposcom)Phone 888-433-3767703-307-7372Web httpwwwplanetdeposcomIndustry Court ReportingVideographyVideo Conferencing

GOLD SPONSOR

BASE Solutions8230 Leesburg Pike Suite 610Tysons Corner VA 22180Contact Atul Bhagat(atulbasesolutionsllccom)Phone 571-210-4270Web httpwwwbasesolutionsllccomIndustry IT Managed Services

SILVER SPONSOR

SunTrust BankSunTrust Investment Services IncMail Code VA ACW-51028330 Boone Boulevard 8th FloorVienna VA 22182Contact Marilyn Daniel (MarilynDanielsuntrustcom)Phone 703-442-1501Web httpwwwsuntrustcomIndustry Banking

4 | MAY 2014 NOVA NEWSLETTER

2014 Northern Virginia ALA Business Partners

BRONZE SPONSORS

Jamison Insurance Group 888 17th Street NW Suite 212Washington DC 20006Contact Dennis M Duff (dduffjamisongroupcom)Phone 202-775-0077Web wwwjamisongroupcomIndustry Insurance

Sensei Enterprises Inc 3975 University Drive Suite 225Fairfax VA 22030 Contact Sharon Nelson (snelsonsenseientcom)Phone 703-359-0700Web wwwsenseientcom Industry IT Support for Law Firms

Legal Placements Inc 7700 Leesburg Pike Suite 210Falls Church VA 22043 Contact Lori DiCesare (lorilegalplacementscom)Phone 703-917-1829Web wwwlegalplacementscom Industry Staffing Agency

JK Moving Services 44077 Mercure CircleStering VA 20166Contact Jon Theiss (JonTheissjkmovingcom)Phone 703-574-6735Web wwwjkmovingcomarchives Industry Archiving Services

EBC Carpet Services Inc4385 Nicole DriveLanham MD 20706Contact Gordon Taylor (gordytebcusacom)Web wwwebcusacomPhone 301-252-5273Industry Specialized Flooring amp Textile Cleaning

ACCESS Information Management9101 Owens DriveManassas Park VA 20111 Contact Steven Woodward (swoodwardaccesscorpcom)Phone 703-368-8180 Web wwwinformationprotectedcom Industry Records and Information Management

Legal E-Employment Partners1577 Spring Hill Road Suite 270Vienna VA 22182Contact Jeanette Derby PresidentAmber Goettlich Administrative Coordinator (jderbymylegalecom)(ambermylegalecom)Web wwwmylegalecom Phone 202-316-1500Industry Legal Staffing

CSC Leasing Company6806 Paragon Place Suite 170Richmond VA 23230Contact Rawleigh Taylor (RTaylorcscleasingcom)Web wwwcscleasingcomPhone 703-632-8412Industry Leasing

NOVA NEWSLETTER MAY 2014 | 5

2014 Northern Virginia ALA Business Partners

Konica Minolta Business Solutions7901 Jones Branch Drive 8th FloorMcLean VA 22102Contact Michael Shavatt (mshavattkmbskonicaminoltaus)Web wwwkmbskonicaminoltausPhone 703-637-1514Industry Business SolutionsCopier

FRIENDSHIP SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

TRAK Legal 8200 Greensboro Drive Suite 275McLean VA 22102Contact Kelly Falconi (KellyFalconitraklegalcom)Phone 703-917-8770Website wwwtrakcompaniescomIndustry Legal Support and RecordsLibrary Staffing Solutions

Washington Express LLC 12240 Indian Creek Court 100Beltsville MD 20705 Contact Courtney Leonard (Courtneyleonardwashingtonexpresscom)Phone 301-210-0899 ex 265 Web wwwwashingtonexpresscom Industry Courier Service VisaPassport Service

Davis Carter Scott Ltd 1676 International Drive 500 McLean VA 22102 Contact Marcia Calhoun (mcalhoundcsdesigncom)Phone 703-556-9275Web wwwdcsdesigncom Industry Interior Architecture

Elite Document Solutions10301 Democracy Lane Suite 120Fairfax VA 22030Contact Keith Burke (Keithelitedocsllccom)Web wwwelitedocsllccomPhone 703-273-1334 Industry Litigation Support

MEET A MEMBER SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

6 | MAY 2014 NOVA NEWSLETTER

COURT REPORTING VIDEOGRAPHY VIDEOCONFERENCING AND INTERPRETATION SERVICES

A COMPREHENSIVE PORTFOLIO OF SERVICES

bull SchedulingbullCalendarbull TranscriptsbullExhibitsbullVideo Access and

Collaboration

ADDITIONAL SERVICES

bullCase Management

bullConference Rooms

bullConference Call Center 247

bullEmergency Support 247

bullVideo Editing Duplication

Conversion

bullPre-Trial and Trial Consulting

bullCourtroom Playback

bullTranscription

bullRealtime to iPadsbullPaperless Exhibits bull Text Streaming

bull Synchronized Transcript-to-VideobullVideo Streamingbull Interactive Media Displaybull Site Inspections

bull Traditional or MobilebullWorldwide LocationsbullAdd Realtime Streambull Share Exhibits Electronically

bull Interpretersbull TranslationsbullOn-the-ground Liaisons

VIDEOGRAPHY VIDEOCONFERENCING

INTERPRETATION

COURT REPORTING

ONLINE

(US) 888-433-3767 | schedulingplanetdeposcom | wwwplanetdeposcom

LOCAL OFFICESANNAPOLIS bull BALTIMORE bull GREENBELT bull ROCKVILLE bull WASHINGTON DC bull TYSONS CORNER

NOVA NEWSLETTER MAY 2014 | 7

RIP TO MICROSOFT XP

By Sharon D Nelson Esq and John W Simek copy 2014 Sensei Enterprises Inc

Unless yoursquove been hibernating you know that sup-port for Windows XP SP3 ended on April 8 2014 This means that Microsoft will not be providing any

security updates after that date Should you care and quickly run out and purchase an upgraded operating sys-tem Many critics are claiming that Microsoft is stopping support in order to increase sales of the more current operating system software Others are predicting that the sky will fall as hackers are just waiting to release their latest malware right after April 8th We believe that there will be attempts to compromise Windows XP systems but it is hard to believe that there will be a massive attack on April 9th Sometime in the future yes Immediately probably not

Why all this hoopla over replacing Windows XP Many systems are currently running XP and you probably donrsquot even realize it The majority of airport scheduling sys-tems run XP to drive the monitors displaying departure times gate assignments etc for the thousands of flights that occur every day Imagine the impact if airport flight displays suddenly go dark A bigger risk exists in the banking industry Most ATMs run XP as the operating system A compromise of an ATM could cause a huge amount of financial damage especially if the exploit was spread across the entire ATM network

Why should you care as a lawyer Well therersquos an ethical duty for lawyers to protect the confidentiality of their clientsrsquo information Without the continuing security updates your computer system could be compromised by the bad guys putting your clientrsquos data at risk As a

result some bars may determine that you are subject to disciplinary action for failure to reasonably protect client data if you continue to use Windows XP after April 8th

Failure to comply with a lawyerrsquos ethical duties isnrsquot the only potential gotcha Many law firms use their comput-ers to process credit card payments from their clients If the computer is running Windows XP there is a possi-bility that it will be infected with malware after the XP end-of-life date The malware could intercept the credit card payment information This means you have to deal with possible fines for violating the requirements of PCI DSS (Payment Card Industry Data Security Standards) state data breach laws and a public relations disaster if you have a data breach In short it wouldnrsquot be a very good day It will be even worse if you use QuickBooks on the same compromised machine That would put all of your financial data at risk including any trust account in-formation Your first bounced check would be an unwel-come clue that a hacker had just siphoned money out of your bank account following a successful attack on your XP-based computer

Some have pointed to the fact that Microsoft will contin-ue to provide updates for their Security Essentials prod-uct running on XP after April 8th That doesnrsquot give us a lot of confidence that you should continue to use XP For

IN APRIL 2014

8 | MAY 2014 NOVA NEWSLETTER

those that donrsquot know Security Essentials is Microsoftrsquos version of virus protection software While continued support will help prevent future infections it still doesnrsquot solve the core problem of future unpatched security vulnerabilities of the operating sys-tem In addition application developers will drop any support of their products running on XP The application may run just fine on XP post the out-of-support date but good luck in getting any technical support from the vendor As upgrades to their applica-tions are developed they will cease testing on the XP operating system This further increases your attack vector since not only will the operating system be susceptible to compromise but non-supported (and therefore non-tested) applications will be at risk of attack

So what are you waiting for Run donrsquot walk and replace that malware-magnet XP machine Unfortunately there is no direct upgrade option from XP to one of the modern operating systems Yoursquoll have to transfer your data manually possibly upgrade hardware and potentially upgrade some of your application software too No matter what ditch that XP computer and keep those security updates coming n

The authors are the President and Vice President of Sensei Enterprises Inc a legal technology information security and digital forensics firm based in Fairfax VA 703-359-0700 (phone) wwwsenseientcom

Not only will the operating

system be susceptible to compromise

but non-supported

applications will be at risk of

attack

ALA Northern Virginia is proud to have sponsored the Heroes v Villains Run for Justice 5k bene-fitting the Fairfax Law Foundation on April 6

2014 The Fairfax Law Foundation raises and distrib-utes funds in order to educate the publicrsquos understand-ing the justice system and to provide greater access to the justice system through community outreach and pro bono programs

ALA Northern Virginia members distributed power bars provided by Business Partner Planet Depos to runners as they finished the race The sponsorship was in memory of Jaime Rowley ALA Member who passed away after she was hit by a car while running one of her favorite activities RunForJaime n

HEROES v VILLAINS

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 3: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

NOVA NEWSLETTER MAY 2014 | 3

2014 Northern Virginia ALA Business Partners

PLATINUM SPONSOR

Planet Depos405 East Gude Drive Suite 209Rockville MD 20850Contact JJ Rochefort (jjrochefortplanetdeposcom)Phone 888-433-3767703-307-7372Web httpwwwplanetdeposcomIndustry Court ReportingVideographyVideo Conferencing

GOLD SPONSOR

BASE Solutions8230 Leesburg Pike Suite 610Tysons Corner VA 22180Contact Atul Bhagat(atulbasesolutionsllccom)Phone 571-210-4270Web httpwwwbasesolutionsllccomIndustry IT Managed Services

SILVER SPONSOR

SunTrust BankSunTrust Investment Services IncMail Code VA ACW-51028330 Boone Boulevard 8th FloorVienna VA 22182Contact Marilyn Daniel (MarilynDanielsuntrustcom)Phone 703-442-1501Web httpwwwsuntrustcomIndustry Banking

4 | MAY 2014 NOVA NEWSLETTER

2014 Northern Virginia ALA Business Partners

BRONZE SPONSORS

Jamison Insurance Group 888 17th Street NW Suite 212Washington DC 20006Contact Dennis M Duff (dduffjamisongroupcom)Phone 202-775-0077Web wwwjamisongroupcomIndustry Insurance

Sensei Enterprises Inc 3975 University Drive Suite 225Fairfax VA 22030 Contact Sharon Nelson (snelsonsenseientcom)Phone 703-359-0700Web wwwsenseientcom Industry IT Support for Law Firms

Legal Placements Inc 7700 Leesburg Pike Suite 210Falls Church VA 22043 Contact Lori DiCesare (lorilegalplacementscom)Phone 703-917-1829Web wwwlegalplacementscom Industry Staffing Agency

JK Moving Services 44077 Mercure CircleStering VA 20166Contact Jon Theiss (JonTheissjkmovingcom)Phone 703-574-6735Web wwwjkmovingcomarchives Industry Archiving Services

EBC Carpet Services Inc4385 Nicole DriveLanham MD 20706Contact Gordon Taylor (gordytebcusacom)Web wwwebcusacomPhone 301-252-5273Industry Specialized Flooring amp Textile Cleaning

ACCESS Information Management9101 Owens DriveManassas Park VA 20111 Contact Steven Woodward (swoodwardaccesscorpcom)Phone 703-368-8180 Web wwwinformationprotectedcom Industry Records and Information Management

Legal E-Employment Partners1577 Spring Hill Road Suite 270Vienna VA 22182Contact Jeanette Derby PresidentAmber Goettlich Administrative Coordinator (jderbymylegalecom)(ambermylegalecom)Web wwwmylegalecom Phone 202-316-1500Industry Legal Staffing

CSC Leasing Company6806 Paragon Place Suite 170Richmond VA 23230Contact Rawleigh Taylor (RTaylorcscleasingcom)Web wwwcscleasingcomPhone 703-632-8412Industry Leasing

NOVA NEWSLETTER MAY 2014 | 5

2014 Northern Virginia ALA Business Partners

Konica Minolta Business Solutions7901 Jones Branch Drive 8th FloorMcLean VA 22102Contact Michael Shavatt (mshavattkmbskonicaminoltaus)Web wwwkmbskonicaminoltausPhone 703-637-1514Industry Business SolutionsCopier

FRIENDSHIP SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

TRAK Legal 8200 Greensboro Drive Suite 275McLean VA 22102Contact Kelly Falconi (KellyFalconitraklegalcom)Phone 703-917-8770Website wwwtrakcompaniescomIndustry Legal Support and RecordsLibrary Staffing Solutions

Washington Express LLC 12240 Indian Creek Court 100Beltsville MD 20705 Contact Courtney Leonard (Courtneyleonardwashingtonexpresscom)Phone 301-210-0899 ex 265 Web wwwwashingtonexpresscom Industry Courier Service VisaPassport Service

Davis Carter Scott Ltd 1676 International Drive 500 McLean VA 22102 Contact Marcia Calhoun (mcalhoundcsdesigncom)Phone 703-556-9275Web wwwdcsdesigncom Industry Interior Architecture

Elite Document Solutions10301 Democracy Lane Suite 120Fairfax VA 22030Contact Keith Burke (Keithelitedocsllccom)Web wwwelitedocsllccomPhone 703-273-1334 Industry Litigation Support

MEET A MEMBER SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

6 | MAY 2014 NOVA NEWSLETTER

COURT REPORTING VIDEOGRAPHY VIDEOCONFERENCING AND INTERPRETATION SERVICES

A COMPREHENSIVE PORTFOLIO OF SERVICES

bull SchedulingbullCalendarbull TranscriptsbullExhibitsbullVideo Access and

Collaboration

ADDITIONAL SERVICES

bullCase Management

bullConference Rooms

bullConference Call Center 247

bullEmergency Support 247

bullVideo Editing Duplication

Conversion

bullPre-Trial and Trial Consulting

bullCourtroom Playback

bullTranscription

bullRealtime to iPadsbullPaperless Exhibits bull Text Streaming

bull Synchronized Transcript-to-VideobullVideo Streamingbull Interactive Media Displaybull Site Inspections

bull Traditional or MobilebullWorldwide LocationsbullAdd Realtime Streambull Share Exhibits Electronically

bull Interpretersbull TranslationsbullOn-the-ground Liaisons

VIDEOGRAPHY VIDEOCONFERENCING

INTERPRETATION

COURT REPORTING

ONLINE

(US) 888-433-3767 | schedulingplanetdeposcom | wwwplanetdeposcom

LOCAL OFFICESANNAPOLIS bull BALTIMORE bull GREENBELT bull ROCKVILLE bull WASHINGTON DC bull TYSONS CORNER

NOVA NEWSLETTER MAY 2014 | 7

RIP TO MICROSOFT XP

By Sharon D Nelson Esq and John W Simek copy 2014 Sensei Enterprises Inc

Unless yoursquove been hibernating you know that sup-port for Windows XP SP3 ended on April 8 2014 This means that Microsoft will not be providing any

security updates after that date Should you care and quickly run out and purchase an upgraded operating sys-tem Many critics are claiming that Microsoft is stopping support in order to increase sales of the more current operating system software Others are predicting that the sky will fall as hackers are just waiting to release their latest malware right after April 8th We believe that there will be attempts to compromise Windows XP systems but it is hard to believe that there will be a massive attack on April 9th Sometime in the future yes Immediately probably not

Why all this hoopla over replacing Windows XP Many systems are currently running XP and you probably donrsquot even realize it The majority of airport scheduling sys-tems run XP to drive the monitors displaying departure times gate assignments etc for the thousands of flights that occur every day Imagine the impact if airport flight displays suddenly go dark A bigger risk exists in the banking industry Most ATMs run XP as the operating system A compromise of an ATM could cause a huge amount of financial damage especially if the exploit was spread across the entire ATM network

Why should you care as a lawyer Well therersquos an ethical duty for lawyers to protect the confidentiality of their clientsrsquo information Without the continuing security updates your computer system could be compromised by the bad guys putting your clientrsquos data at risk As a

result some bars may determine that you are subject to disciplinary action for failure to reasonably protect client data if you continue to use Windows XP after April 8th

Failure to comply with a lawyerrsquos ethical duties isnrsquot the only potential gotcha Many law firms use their comput-ers to process credit card payments from their clients If the computer is running Windows XP there is a possi-bility that it will be infected with malware after the XP end-of-life date The malware could intercept the credit card payment information This means you have to deal with possible fines for violating the requirements of PCI DSS (Payment Card Industry Data Security Standards) state data breach laws and a public relations disaster if you have a data breach In short it wouldnrsquot be a very good day It will be even worse if you use QuickBooks on the same compromised machine That would put all of your financial data at risk including any trust account in-formation Your first bounced check would be an unwel-come clue that a hacker had just siphoned money out of your bank account following a successful attack on your XP-based computer

Some have pointed to the fact that Microsoft will contin-ue to provide updates for their Security Essentials prod-uct running on XP after April 8th That doesnrsquot give us a lot of confidence that you should continue to use XP For

IN APRIL 2014

8 | MAY 2014 NOVA NEWSLETTER

those that donrsquot know Security Essentials is Microsoftrsquos version of virus protection software While continued support will help prevent future infections it still doesnrsquot solve the core problem of future unpatched security vulnerabilities of the operating sys-tem In addition application developers will drop any support of their products running on XP The application may run just fine on XP post the out-of-support date but good luck in getting any technical support from the vendor As upgrades to their applica-tions are developed they will cease testing on the XP operating system This further increases your attack vector since not only will the operating system be susceptible to compromise but non-supported (and therefore non-tested) applications will be at risk of attack

So what are you waiting for Run donrsquot walk and replace that malware-magnet XP machine Unfortunately there is no direct upgrade option from XP to one of the modern operating systems Yoursquoll have to transfer your data manually possibly upgrade hardware and potentially upgrade some of your application software too No matter what ditch that XP computer and keep those security updates coming n

The authors are the President and Vice President of Sensei Enterprises Inc a legal technology information security and digital forensics firm based in Fairfax VA 703-359-0700 (phone) wwwsenseientcom

Not only will the operating

system be susceptible to compromise

but non-supported

applications will be at risk of

attack

ALA Northern Virginia is proud to have sponsored the Heroes v Villains Run for Justice 5k bene-fitting the Fairfax Law Foundation on April 6

2014 The Fairfax Law Foundation raises and distrib-utes funds in order to educate the publicrsquos understand-ing the justice system and to provide greater access to the justice system through community outreach and pro bono programs

ALA Northern Virginia members distributed power bars provided by Business Partner Planet Depos to runners as they finished the race The sponsorship was in memory of Jaime Rowley ALA Member who passed away after she was hit by a car while running one of her favorite activities RunForJaime n

HEROES v VILLAINS

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 4: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

4 | MAY 2014 NOVA NEWSLETTER

2014 Northern Virginia ALA Business Partners

BRONZE SPONSORS

Jamison Insurance Group 888 17th Street NW Suite 212Washington DC 20006Contact Dennis M Duff (dduffjamisongroupcom)Phone 202-775-0077Web wwwjamisongroupcomIndustry Insurance

Sensei Enterprises Inc 3975 University Drive Suite 225Fairfax VA 22030 Contact Sharon Nelson (snelsonsenseientcom)Phone 703-359-0700Web wwwsenseientcom Industry IT Support for Law Firms

Legal Placements Inc 7700 Leesburg Pike Suite 210Falls Church VA 22043 Contact Lori DiCesare (lorilegalplacementscom)Phone 703-917-1829Web wwwlegalplacementscom Industry Staffing Agency

JK Moving Services 44077 Mercure CircleStering VA 20166Contact Jon Theiss (JonTheissjkmovingcom)Phone 703-574-6735Web wwwjkmovingcomarchives Industry Archiving Services

EBC Carpet Services Inc4385 Nicole DriveLanham MD 20706Contact Gordon Taylor (gordytebcusacom)Web wwwebcusacomPhone 301-252-5273Industry Specialized Flooring amp Textile Cleaning

ACCESS Information Management9101 Owens DriveManassas Park VA 20111 Contact Steven Woodward (swoodwardaccesscorpcom)Phone 703-368-8180 Web wwwinformationprotectedcom Industry Records and Information Management

Legal E-Employment Partners1577 Spring Hill Road Suite 270Vienna VA 22182Contact Jeanette Derby PresidentAmber Goettlich Administrative Coordinator (jderbymylegalecom)(ambermylegalecom)Web wwwmylegalecom Phone 202-316-1500Industry Legal Staffing

CSC Leasing Company6806 Paragon Place Suite 170Richmond VA 23230Contact Rawleigh Taylor (RTaylorcscleasingcom)Web wwwcscleasingcomPhone 703-632-8412Industry Leasing

NOVA NEWSLETTER MAY 2014 | 5

2014 Northern Virginia ALA Business Partners

Konica Minolta Business Solutions7901 Jones Branch Drive 8th FloorMcLean VA 22102Contact Michael Shavatt (mshavattkmbskonicaminoltaus)Web wwwkmbskonicaminoltausPhone 703-637-1514Industry Business SolutionsCopier

FRIENDSHIP SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

TRAK Legal 8200 Greensboro Drive Suite 275McLean VA 22102Contact Kelly Falconi (KellyFalconitraklegalcom)Phone 703-917-8770Website wwwtrakcompaniescomIndustry Legal Support and RecordsLibrary Staffing Solutions

Washington Express LLC 12240 Indian Creek Court 100Beltsville MD 20705 Contact Courtney Leonard (Courtneyleonardwashingtonexpresscom)Phone 301-210-0899 ex 265 Web wwwwashingtonexpresscom Industry Courier Service VisaPassport Service

Davis Carter Scott Ltd 1676 International Drive 500 McLean VA 22102 Contact Marcia Calhoun (mcalhoundcsdesigncom)Phone 703-556-9275Web wwwdcsdesigncom Industry Interior Architecture

Elite Document Solutions10301 Democracy Lane Suite 120Fairfax VA 22030Contact Keith Burke (Keithelitedocsllccom)Web wwwelitedocsllccomPhone 703-273-1334 Industry Litigation Support

MEET A MEMBER SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

6 | MAY 2014 NOVA NEWSLETTER

COURT REPORTING VIDEOGRAPHY VIDEOCONFERENCING AND INTERPRETATION SERVICES

A COMPREHENSIVE PORTFOLIO OF SERVICES

bull SchedulingbullCalendarbull TranscriptsbullExhibitsbullVideo Access and

Collaboration

ADDITIONAL SERVICES

bullCase Management

bullConference Rooms

bullConference Call Center 247

bullEmergency Support 247

bullVideo Editing Duplication

Conversion

bullPre-Trial and Trial Consulting

bullCourtroom Playback

bullTranscription

bullRealtime to iPadsbullPaperless Exhibits bull Text Streaming

bull Synchronized Transcript-to-VideobullVideo Streamingbull Interactive Media Displaybull Site Inspections

bull Traditional or MobilebullWorldwide LocationsbullAdd Realtime Streambull Share Exhibits Electronically

bull Interpretersbull TranslationsbullOn-the-ground Liaisons

VIDEOGRAPHY VIDEOCONFERENCING

INTERPRETATION

COURT REPORTING

ONLINE

(US) 888-433-3767 | schedulingplanetdeposcom | wwwplanetdeposcom

LOCAL OFFICESANNAPOLIS bull BALTIMORE bull GREENBELT bull ROCKVILLE bull WASHINGTON DC bull TYSONS CORNER

NOVA NEWSLETTER MAY 2014 | 7

RIP TO MICROSOFT XP

By Sharon D Nelson Esq and John W Simek copy 2014 Sensei Enterprises Inc

Unless yoursquove been hibernating you know that sup-port for Windows XP SP3 ended on April 8 2014 This means that Microsoft will not be providing any

security updates after that date Should you care and quickly run out and purchase an upgraded operating sys-tem Many critics are claiming that Microsoft is stopping support in order to increase sales of the more current operating system software Others are predicting that the sky will fall as hackers are just waiting to release their latest malware right after April 8th We believe that there will be attempts to compromise Windows XP systems but it is hard to believe that there will be a massive attack on April 9th Sometime in the future yes Immediately probably not

Why all this hoopla over replacing Windows XP Many systems are currently running XP and you probably donrsquot even realize it The majority of airport scheduling sys-tems run XP to drive the monitors displaying departure times gate assignments etc for the thousands of flights that occur every day Imagine the impact if airport flight displays suddenly go dark A bigger risk exists in the banking industry Most ATMs run XP as the operating system A compromise of an ATM could cause a huge amount of financial damage especially if the exploit was spread across the entire ATM network

Why should you care as a lawyer Well therersquos an ethical duty for lawyers to protect the confidentiality of their clientsrsquo information Without the continuing security updates your computer system could be compromised by the bad guys putting your clientrsquos data at risk As a

result some bars may determine that you are subject to disciplinary action for failure to reasonably protect client data if you continue to use Windows XP after April 8th

Failure to comply with a lawyerrsquos ethical duties isnrsquot the only potential gotcha Many law firms use their comput-ers to process credit card payments from their clients If the computer is running Windows XP there is a possi-bility that it will be infected with malware after the XP end-of-life date The malware could intercept the credit card payment information This means you have to deal with possible fines for violating the requirements of PCI DSS (Payment Card Industry Data Security Standards) state data breach laws and a public relations disaster if you have a data breach In short it wouldnrsquot be a very good day It will be even worse if you use QuickBooks on the same compromised machine That would put all of your financial data at risk including any trust account in-formation Your first bounced check would be an unwel-come clue that a hacker had just siphoned money out of your bank account following a successful attack on your XP-based computer

Some have pointed to the fact that Microsoft will contin-ue to provide updates for their Security Essentials prod-uct running on XP after April 8th That doesnrsquot give us a lot of confidence that you should continue to use XP For

IN APRIL 2014

8 | MAY 2014 NOVA NEWSLETTER

those that donrsquot know Security Essentials is Microsoftrsquos version of virus protection software While continued support will help prevent future infections it still doesnrsquot solve the core problem of future unpatched security vulnerabilities of the operating sys-tem In addition application developers will drop any support of their products running on XP The application may run just fine on XP post the out-of-support date but good luck in getting any technical support from the vendor As upgrades to their applica-tions are developed they will cease testing on the XP operating system This further increases your attack vector since not only will the operating system be susceptible to compromise but non-supported (and therefore non-tested) applications will be at risk of attack

So what are you waiting for Run donrsquot walk and replace that malware-magnet XP machine Unfortunately there is no direct upgrade option from XP to one of the modern operating systems Yoursquoll have to transfer your data manually possibly upgrade hardware and potentially upgrade some of your application software too No matter what ditch that XP computer and keep those security updates coming n

The authors are the President and Vice President of Sensei Enterprises Inc a legal technology information security and digital forensics firm based in Fairfax VA 703-359-0700 (phone) wwwsenseientcom

Not only will the operating

system be susceptible to compromise

but non-supported

applications will be at risk of

attack

ALA Northern Virginia is proud to have sponsored the Heroes v Villains Run for Justice 5k bene-fitting the Fairfax Law Foundation on April 6

2014 The Fairfax Law Foundation raises and distrib-utes funds in order to educate the publicrsquos understand-ing the justice system and to provide greater access to the justice system through community outreach and pro bono programs

ALA Northern Virginia members distributed power bars provided by Business Partner Planet Depos to runners as they finished the race The sponsorship was in memory of Jaime Rowley ALA Member who passed away after she was hit by a car while running one of her favorite activities RunForJaime n

HEROES v VILLAINS

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 5: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

NOVA NEWSLETTER MAY 2014 | 5

2014 Northern Virginia ALA Business Partners

Konica Minolta Business Solutions7901 Jones Branch Drive 8th FloorMcLean VA 22102Contact Michael Shavatt (mshavattkmbskonicaminoltaus)Web wwwkmbskonicaminoltausPhone 703-637-1514Industry Business SolutionsCopier

FRIENDSHIP SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

TRAK Legal 8200 Greensboro Drive Suite 275McLean VA 22102Contact Kelly Falconi (KellyFalconitraklegalcom)Phone 703-917-8770Website wwwtrakcompaniescomIndustry Legal Support and RecordsLibrary Staffing Solutions

Washington Express LLC 12240 Indian Creek Court 100Beltsville MD 20705 Contact Courtney Leonard (Courtneyleonardwashingtonexpresscom)Phone 301-210-0899 ex 265 Web wwwwashingtonexpresscom Industry Courier Service VisaPassport Service

Davis Carter Scott Ltd 1676 International Drive 500 McLean VA 22102 Contact Marcia Calhoun (mcalhoundcsdesigncom)Phone 703-556-9275Web wwwdcsdesigncom Industry Interior Architecture

Elite Document Solutions10301 Democracy Lane Suite 120Fairfax VA 22030Contact Keith Burke (Keithelitedocsllccom)Web wwwelitedocsllccomPhone 703-273-1334 Industry Litigation Support

MEET A MEMBER SPONSORS

Total Document Solutions Inc 19440 Golf Vista Plaza Suite 220 Leesburg VA 20176 Contact Jennifer J Graham (grahamjtotaldocumentscom)Phone 703-771-6307 X302Web wwwtotaldocumentscom Industry Records Management

6 | MAY 2014 NOVA NEWSLETTER

COURT REPORTING VIDEOGRAPHY VIDEOCONFERENCING AND INTERPRETATION SERVICES

A COMPREHENSIVE PORTFOLIO OF SERVICES

bull SchedulingbullCalendarbull TranscriptsbullExhibitsbullVideo Access and

Collaboration

ADDITIONAL SERVICES

bullCase Management

bullConference Rooms

bullConference Call Center 247

bullEmergency Support 247

bullVideo Editing Duplication

Conversion

bullPre-Trial and Trial Consulting

bullCourtroom Playback

bullTranscription

bullRealtime to iPadsbullPaperless Exhibits bull Text Streaming

bull Synchronized Transcript-to-VideobullVideo Streamingbull Interactive Media Displaybull Site Inspections

bull Traditional or MobilebullWorldwide LocationsbullAdd Realtime Streambull Share Exhibits Electronically

bull Interpretersbull TranslationsbullOn-the-ground Liaisons

VIDEOGRAPHY VIDEOCONFERENCING

INTERPRETATION

COURT REPORTING

ONLINE

(US) 888-433-3767 | schedulingplanetdeposcom | wwwplanetdeposcom

LOCAL OFFICESANNAPOLIS bull BALTIMORE bull GREENBELT bull ROCKVILLE bull WASHINGTON DC bull TYSONS CORNER

NOVA NEWSLETTER MAY 2014 | 7

RIP TO MICROSOFT XP

By Sharon D Nelson Esq and John W Simek copy 2014 Sensei Enterprises Inc

Unless yoursquove been hibernating you know that sup-port for Windows XP SP3 ended on April 8 2014 This means that Microsoft will not be providing any

security updates after that date Should you care and quickly run out and purchase an upgraded operating sys-tem Many critics are claiming that Microsoft is stopping support in order to increase sales of the more current operating system software Others are predicting that the sky will fall as hackers are just waiting to release their latest malware right after April 8th We believe that there will be attempts to compromise Windows XP systems but it is hard to believe that there will be a massive attack on April 9th Sometime in the future yes Immediately probably not

Why all this hoopla over replacing Windows XP Many systems are currently running XP and you probably donrsquot even realize it The majority of airport scheduling sys-tems run XP to drive the monitors displaying departure times gate assignments etc for the thousands of flights that occur every day Imagine the impact if airport flight displays suddenly go dark A bigger risk exists in the banking industry Most ATMs run XP as the operating system A compromise of an ATM could cause a huge amount of financial damage especially if the exploit was spread across the entire ATM network

Why should you care as a lawyer Well therersquos an ethical duty for lawyers to protect the confidentiality of their clientsrsquo information Without the continuing security updates your computer system could be compromised by the bad guys putting your clientrsquos data at risk As a

result some bars may determine that you are subject to disciplinary action for failure to reasonably protect client data if you continue to use Windows XP after April 8th

Failure to comply with a lawyerrsquos ethical duties isnrsquot the only potential gotcha Many law firms use their comput-ers to process credit card payments from their clients If the computer is running Windows XP there is a possi-bility that it will be infected with malware after the XP end-of-life date The malware could intercept the credit card payment information This means you have to deal with possible fines for violating the requirements of PCI DSS (Payment Card Industry Data Security Standards) state data breach laws and a public relations disaster if you have a data breach In short it wouldnrsquot be a very good day It will be even worse if you use QuickBooks on the same compromised machine That would put all of your financial data at risk including any trust account in-formation Your first bounced check would be an unwel-come clue that a hacker had just siphoned money out of your bank account following a successful attack on your XP-based computer

Some have pointed to the fact that Microsoft will contin-ue to provide updates for their Security Essentials prod-uct running on XP after April 8th That doesnrsquot give us a lot of confidence that you should continue to use XP For

IN APRIL 2014

8 | MAY 2014 NOVA NEWSLETTER

those that donrsquot know Security Essentials is Microsoftrsquos version of virus protection software While continued support will help prevent future infections it still doesnrsquot solve the core problem of future unpatched security vulnerabilities of the operating sys-tem In addition application developers will drop any support of their products running on XP The application may run just fine on XP post the out-of-support date but good luck in getting any technical support from the vendor As upgrades to their applica-tions are developed they will cease testing on the XP operating system This further increases your attack vector since not only will the operating system be susceptible to compromise but non-supported (and therefore non-tested) applications will be at risk of attack

So what are you waiting for Run donrsquot walk and replace that malware-magnet XP machine Unfortunately there is no direct upgrade option from XP to one of the modern operating systems Yoursquoll have to transfer your data manually possibly upgrade hardware and potentially upgrade some of your application software too No matter what ditch that XP computer and keep those security updates coming n

The authors are the President and Vice President of Sensei Enterprises Inc a legal technology information security and digital forensics firm based in Fairfax VA 703-359-0700 (phone) wwwsenseientcom

Not only will the operating

system be susceptible to compromise

but non-supported

applications will be at risk of

attack

ALA Northern Virginia is proud to have sponsored the Heroes v Villains Run for Justice 5k bene-fitting the Fairfax Law Foundation on April 6

2014 The Fairfax Law Foundation raises and distrib-utes funds in order to educate the publicrsquos understand-ing the justice system and to provide greater access to the justice system through community outreach and pro bono programs

ALA Northern Virginia members distributed power bars provided by Business Partner Planet Depos to runners as they finished the race The sponsorship was in memory of Jaime Rowley ALA Member who passed away after she was hit by a car while running one of her favorite activities RunForJaime n

HEROES v VILLAINS

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 6: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

6 | MAY 2014 NOVA NEWSLETTER

COURT REPORTING VIDEOGRAPHY VIDEOCONFERENCING AND INTERPRETATION SERVICES

A COMPREHENSIVE PORTFOLIO OF SERVICES

bull SchedulingbullCalendarbull TranscriptsbullExhibitsbullVideo Access and

Collaboration

ADDITIONAL SERVICES

bullCase Management

bullConference Rooms

bullConference Call Center 247

bullEmergency Support 247

bullVideo Editing Duplication

Conversion

bullPre-Trial and Trial Consulting

bullCourtroom Playback

bullTranscription

bullRealtime to iPadsbullPaperless Exhibits bull Text Streaming

bull Synchronized Transcript-to-VideobullVideo Streamingbull Interactive Media Displaybull Site Inspections

bull Traditional or MobilebullWorldwide LocationsbullAdd Realtime Streambull Share Exhibits Electronically

bull Interpretersbull TranslationsbullOn-the-ground Liaisons

VIDEOGRAPHY VIDEOCONFERENCING

INTERPRETATION

COURT REPORTING

ONLINE

(US) 888-433-3767 | schedulingplanetdeposcom | wwwplanetdeposcom

LOCAL OFFICESANNAPOLIS bull BALTIMORE bull GREENBELT bull ROCKVILLE bull WASHINGTON DC bull TYSONS CORNER

NOVA NEWSLETTER MAY 2014 | 7

RIP TO MICROSOFT XP

By Sharon D Nelson Esq and John W Simek copy 2014 Sensei Enterprises Inc

Unless yoursquove been hibernating you know that sup-port for Windows XP SP3 ended on April 8 2014 This means that Microsoft will not be providing any

security updates after that date Should you care and quickly run out and purchase an upgraded operating sys-tem Many critics are claiming that Microsoft is stopping support in order to increase sales of the more current operating system software Others are predicting that the sky will fall as hackers are just waiting to release their latest malware right after April 8th We believe that there will be attempts to compromise Windows XP systems but it is hard to believe that there will be a massive attack on April 9th Sometime in the future yes Immediately probably not

Why all this hoopla over replacing Windows XP Many systems are currently running XP and you probably donrsquot even realize it The majority of airport scheduling sys-tems run XP to drive the monitors displaying departure times gate assignments etc for the thousands of flights that occur every day Imagine the impact if airport flight displays suddenly go dark A bigger risk exists in the banking industry Most ATMs run XP as the operating system A compromise of an ATM could cause a huge amount of financial damage especially if the exploit was spread across the entire ATM network

Why should you care as a lawyer Well therersquos an ethical duty for lawyers to protect the confidentiality of their clientsrsquo information Without the continuing security updates your computer system could be compromised by the bad guys putting your clientrsquos data at risk As a

result some bars may determine that you are subject to disciplinary action for failure to reasonably protect client data if you continue to use Windows XP after April 8th

Failure to comply with a lawyerrsquos ethical duties isnrsquot the only potential gotcha Many law firms use their comput-ers to process credit card payments from their clients If the computer is running Windows XP there is a possi-bility that it will be infected with malware after the XP end-of-life date The malware could intercept the credit card payment information This means you have to deal with possible fines for violating the requirements of PCI DSS (Payment Card Industry Data Security Standards) state data breach laws and a public relations disaster if you have a data breach In short it wouldnrsquot be a very good day It will be even worse if you use QuickBooks on the same compromised machine That would put all of your financial data at risk including any trust account in-formation Your first bounced check would be an unwel-come clue that a hacker had just siphoned money out of your bank account following a successful attack on your XP-based computer

Some have pointed to the fact that Microsoft will contin-ue to provide updates for their Security Essentials prod-uct running on XP after April 8th That doesnrsquot give us a lot of confidence that you should continue to use XP For

IN APRIL 2014

8 | MAY 2014 NOVA NEWSLETTER

those that donrsquot know Security Essentials is Microsoftrsquos version of virus protection software While continued support will help prevent future infections it still doesnrsquot solve the core problem of future unpatched security vulnerabilities of the operating sys-tem In addition application developers will drop any support of their products running on XP The application may run just fine on XP post the out-of-support date but good luck in getting any technical support from the vendor As upgrades to their applica-tions are developed they will cease testing on the XP operating system This further increases your attack vector since not only will the operating system be susceptible to compromise but non-supported (and therefore non-tested) applications will be at risk of attack

So what are you waiting for Run donrsquot walk and replace that malware-magnet XP machine Unfortunately there is no direct upgrade option from XP to one of the modern operating systems Yoursquoll have to transfer your data manually possibly upgrade hardware and potentially upgrade some of your application software too No matter what ditch that XP computer and keep those security updates coming n

The authors are the President and Vice President of Sensei Enterprises Inc a legal technology information security and digital forensics firm based in Fairfax VA 703-359-0700 (phone) wwwsenseientcom

Not only will the operating

system be susceptible to compromise

but non-supported

applications will be at risk of

attack

ALA Northern Virginia is proud to have sponsored the Heroes v Villains Run for Justice 5k bene-fitting the Fairfax Law Foundation on April 6

2014 The Fairfax Law Foundation raises and distrib-utes funds in order to educate the publicrsquos understand-ing the justice system and to provide greater access to the justice system through community outreach and pro bono programs

ALA Northern Virginia members distributed power bars provided by Business Partner Planet Depos to runners as they finished the race The sponsorship was in memory of Jaime Rowley ALA Member who passed away after she was hit by a car while running one of her favorite activities RunForJaime n

HEROES v VILLAINS

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 7: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

NOVA NEWSLETTER MAY 2014 | 7

RIP TO MICROSOFT XP

By Sharon D Nelson Esq and John W Simek copy 2014 Sensei Enterprises Inc

Unless yoursquove been hibernating you know that sup-port for Windows XP SP3 ended on April 8 2014 This means that Microsoft will not be providing any

security updates after that date Should you care and quickly run out and purchase an upgraded operating sys-tem Many critics are claiming that Microsoft is stopping support in order to increase sales of the more current operating system software Others are predicting that the sky will fall as hackers are just waiting to release their latest malware right after April 8th We believe that there will be attempts to compromise Windows XP systems but it is hard to believe that there will be a massive attack on April 9th Sometime in the future yes Immediately probably not

Why all this hoopla over replacing Windows XP Many systems are currently running XP and you probably donrsquot even realize it The majority of airport scheduling sys-tems run XP to drive the monitors displaying departure times gate assignments etc for the thousands of flights that occur every day Imagine the impact if airport flight displays suddenly go dark A bigger risk exists in the banking industry Most ATMs run XP as the operating system A compromise of an ATM could cause a huge amount of financial damage especially if the exploit was spread across the entire ATM network

Why should you care as a lawyer Well therersquos an ethical duty for lawyers to protect the confidentiality of their clientsrsquo information Without the continuing security updates your computer system could be compromised by the bad guys putting your clientrsquos data at risk As a

result some bars may determine that you are subject to disciplinary action for failure to reasonably protect client data if you continue to use Windows XP after April 8th

Failure to comply with a lawyerrsquos ethical duties isnrsquot the only potential gotcha Many law firms use their comput-ers to process credit card payments from their clients If the computer is running Windows XP there is a possi-bility that it will be infected with malware after the XP end-of-life date The malware could intercept the credit card payment information This means you have to deal with possible fines for violating the requirements of PCI DSS (Payment Card Industry Data Security Standards) state data breach laws and a public relations disaster if you have a data breach In short it wouldnrsquot be a very good day It will be even worse if you use QuickBooks on the same compromised machine That would put all of your financial data at risk including any trust account in-formation Your first bounced check would be an unwel-come clue that a hacker had just siphoned money out of your bank account following a successful attack on your XP-based computer

Some have pointed to the fact that Microsoft will contin-ue to provide updates for their Security Essentials prod-uct running on XP after April 8th That doesnrsquot give us a lot of confidence that you should continue to use XP For

IN APRIL 2014

8 | MAY 2014 NOVA NEWSLETTER

those that donrsquot know Security Essentials is Microsoftrsquos version of virus protection software While continued support will help prevent future infections it still doesnrsquot solve the core problem of future unpatched security vulnerabilities of the operating sys-tem In addition application developers will drop any support of their products running on XP The application may run just fine on XP post the out-of-support date but good luck in getting any technical support from the vendor As upgrades to their applica-tions are developed they will cease testing on the XP operating system This further increases your attack vector since not only will the operating system be susceptible to compromise but non-supported (and therefore non-tested) applications will be at risk of attack

So what are you waiting for Run donrsquot walk and replace that malware-magnet XP machine Unfortunately there is no direct upgrade option from XP to one of the modern operating systems Yoursquoll have to transfer your data manually possibly upgrade hardware and potentially upgrade some of your application software too No matter what ditch that XP computer and keep those security updates coming n

The authors are the President and Vice President of Sensei Enterprises Inc a legal technology information security and digital forensics firm based in Fairfax VA 703-359-0700 (phone) wwwsenseientcom

Not only will the operating

system be susceptible to compromise

but non-supported

applications will be at risk of

attack

ALA Northern Virginia is proud to have sponsored the Heroes v Villains Run for Justice 5k bene-fitting the Fairfax Law Foundation on April 6

2014 The Fairfax Law Foundation raises and distrib-utes funds in order to educate the publicrsquos understand-ing the justice system and to provide greater access to the justice system through community outreach and pro bono programs

ALA Northern Virginia members distributed power bars provided by Business Partner Planet Depos to runners as they finished the race The sponsorship was in memory of Jaime Rowley ALA Member who passed away after she was hit by a car while running one of her favorite activities RunForJaime n

HEROES v VILLAINS

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 8: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

8 | MAY 2014 NOVA NEWSLETTER

those that donrsquot know Security Essentials is Microsoftrsquos version of virus protection software While continued support will help prevent future infections it still doesnrsquot solve the core problem of future unpatched security vulnerabilities of the operating sys-tem In addition application developers will drop any support of their products running on XP The application may run just fine on XP post the out-of-support date but good luck in getting any technical support from the vendor As upgrades to their applica-tions are developed they will cease testing on the XP operating system This further increases your attack vector since not only will the operating system be susceptible to compromise but non-supported (and therefore non-tested) applications will be at risk of attack

So what are you waiting for Run donrsquot walk and replace that malware-magnet XP machine Unfortunately there is no direct upgrade option from XP to one of the modern operating systems Yoursquoll have to transfer your data manually possibly upgrade hardware and potentially upgrade some of your application software too No matter what ditch that XP computer and keep those security updates coming n

The authors are the President and Vice President of Sensei Enterprises Inc a legal technology information security and digital forensics firm based in Fairfax VA 703-359-0700 (phone) wwwsenseientcom

Not only will the operating

system be susceptible to compromise

but non-supported

applications will be at risk of

attack

ALA Northern Virginia is proud to have sponsored the Heroes v Villains Run for Justice 5k bene-fitting the Fairfax Law Foundation on April 6

2014 The Fairfax Law Foundation raises and distrib-utes funds in order to educate the publicrsquos understand-ing the justice system and to provide greater access to the justice system through community outreach and pro bono programs

ALA Northern Virginia members distributed power bars provided by Business Partner Planet Depos to runners as they finished the race The sponsorship was in memory of Jaime Rowley ALA Member who passed away after she was hit by a car while running one of her favorite activities RunForJaime n

HEROES v VILLAINS

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 9: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

NOVA NEWSLETTER MAY 2014 | 9

Jaime Rowley 1983-2014IN

MEMORIAM

On the morning of March 12 2014 Jaime Rowley an avid runner ventured out for her morning run Tragically Jaime was hit by a car and did not survive

her injuries

Jaime joined the Legal Administrator profession less than two years ago when she became the Office Manager at Berenzweig Leonard LLP She then joined ALA North-ern Virginia and quickly became an active member even serving as co-chair of the Education Committee

The Chapter members who were lucky enough to have known Jaime came to appreciate her enthu-siasm her constant willingness to help and her contagious smile Jaime will be missed not only as a colleague and a Board Member but also as a sweet friend to many

Jaime is survived by her two daughters Torie and Megan A friend of Jaimersquos started an educa-tional fund for their benefit To contribute to the fund and to view a message from Jaimersquos family please visit wwwjaimerowleycom n

A memorial of running shoes tied to a light pole at the intersection where Jaime Rowley was hit and killed by a motorist March 12

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 10: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

10 | MAY 2014 NOVA NEWSLETTER

PAPER RETENTION STILL MATTERS

By Steven WoodwardAccess InformationProtectedcom

With the advances in technology that make it easier than ever to work in a digital platform

it would be easy to think that paper is an endangered species The ability to share documents through email or the cloud for example immediately cuts down on the need for paper

According to a recent article from Storage and Destruction Business Magazine while the digital age has more businesses taking steps toward a paperless office there are many documents that need to be retained Government regulations like the Sarbanes-Oxley Act and the Health Insurance Portability and Account-ability Act (HIPAA) have affected record retention policies

For legal reasons these pieces of leg-islation make it nearly impossible for companies to completely eliminate the use of paper There are various deadlines for how long certain doc-uments need to be held on to The

Centers for Medicare and Medicaid for example require all Medicare managed care program providers to retain records for ten years

ldquoIn light of these regulations it is not uncommon for companies in affected industries to stockpile hundreds of boxes with thousands of documents in storage units file cabinets or spare officesrdquo the piece reads ldquoSuch archiving methods present a fair share of issues ndash from

Despite Advances in Technology

While laws and regulations are a strong enough reason to make

sure you hold on to every required document it is hardly the only

reason to do so

slowing productivity to compromis-ing document security ndash yet busi-nesses continue to use themrdquo

More reasons than just the government to retain documentsWhile laws and regulations are a strong enough reason to make sure you hold on to every required doc-ument it is hardly the only reason to do so In some cases it is just the smartest business decision Recently passed tax deadlines highlight that well

A blog post from Rocket Lawyer ex-amines a number of different tax documents and describes how long businesses should hold on to those records

ldquoThe length of time yoursquoll need to keep records depends on the action or expense each document recordsrdquo writes Matthew Kaufman the author

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 11: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

NOVA NEWSLETTER MAY 2014 | 11

of the post ldquoFor legal purposes you may need to hold on to some records permanently but typically for business taxes you only need to keep records supporting income or deductions on a return until the period of limitations for that return is uprdquo

The article goes on to list a num-ber of different situations and the limitation periods that coincide with them These include owing addition-al taxes to not filing a return to all employment records that should be kept anywhere from three years to indefinitely

He also points out several business records that need to be stored perma-nently This includes audit reports contracts legal correspondence and state and federal income returns

So you are required to retain years of documents now whatBeing required to hold on to boxes of documents may seem like no big deal But imagine you have been in business for several years or decades and have a basement full of docu-ments What do you do when the boxes start to overtake the needed work space

This is where a quality records and information management services provider with off-site secure record storage facilities can become a valu-able resource By partnering with a professional document management and storage company businesses can free up space in the office But there is much more to it than that as businesses are able to gain a dra-matically increased level of security increased organization and have any document available quickly without their own staff spending valuable time searching for it

Access provides access to storage management and destruction of

By partnering with a professional document

management and storage company businesses can

free up space in the office

both paper and digitally based in-formation Nationwide and in Latin America n

Steven Woodward is Access ndash Northern Virginia Washington DC Account Executive and can be reached at swoodward accesscorpcom

Office365 Cloud Deployment Integration and Support Managed Services Network and IT Management Consulting Hosted PBX Phone System Deployment and Support

8230 Leesburg Pike Suite 610Tysons Corner VA 22182infobasesolutionsllccombasesolutionsllccom5712104270

Serving clients and staying on top of cases can be a balancing act Access files courtroom schedules and emails from all your devices with Office365

Always a win-win for your practice

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 12: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

12 | MAY 2014 NOVA NEWSLETTER

By Denise Bayless

Offices designed in 2014 must reflect the needs of todayrsquos employees and invoke collaboration flexibil-ity mobility and more Providing a workspace with

comfortable furnishings that are attractive and efficient not only supports the companyrsquos and the staff rsquos needs it also helps to attract and retain talent

CHANGING WORKSPACEA mobile and collaborative workforce works digitally anywhere workplaces are for meeting co-creating face to face and reconnecting to the organization and its culture These changes form new expectations of physical work-places Spaces are getting smaller and multi-use often becomes a necessity

COLLABORATIVE SPACE VS PRIVATE SPACECollaborative space is a hot topic these days Collabora-tive workspaces are open welcoming spaces that en-courage individuals to share and learn from each other Lounge areas invite collaboration Unassigned tables placed between work spaces also allow employees to meet and collaborate spontaneously

According to a three-year research project conducted by UCLA companies who modified their business processes to encourage collaboration and moved from private spaces to collaborative environments realized performance increas-es (speed and accuracy of work) averaging 440 percent

FLEXIBILITYTo achieve flexibility in the office environment work surfaces are designed to fulfill a number of needs It is not just a desk anymore Examples of flexibility in offices include gathering areas for spontaneous meetings a vari-

ety of seating and work surfaces designed to suit varying work styles and comfort levels Unassigned workstations are becoming commonplace for employees who telecom-mute and only occasionally come into the office

MOBILITYToday more than ever before the workforce is mobile and offices should be as well Most chairs have wheels but stools and standing height tables are also becoming pop-ular Todayrsquos employee is also increasingly aware of the health effects of prolonged sitting hence the focus on ergo-nomic chairs for employees at all levels and stand-up desks

A well-thought out mix of collaborative and private spaces plus flexible furnishings will give your staff the space and tools they need to be productive The total investment in furnishing the workplace is much greater than the purchase price especially in a changing work environment To help offset those costs many companies now consider furniture rental to reduce the long-term costs of asset ownership

Learn more about the future of law office design in the OM feature article available in the April 2014 issue of Legal Management (slated for release April 11) n

Denise Bayless a 29-year commercial furniture industry veter-an is CORTrsquos Key Account Manager for Orange County Con-nect with Bayless at DeniseBaylesscortcom or 9499547617

WORKSPACE TRENDS REFLECT TODAYrsquoS NEEDS

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 13: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

NOVA NEWSLETTER MAY 2014 | 13

The Sixth Annual Virginia Statewide Educational Conference amp Expo on March 21 and 22 2014 at the Kingsmill Resort in Williamsburg was a success

Many members of ALA Northern Virginia came togeth-er with other legal professionals from Hampton Roads Richmond and Western Virginia to network learn and most importantly to have fun

On Friday afternoon Jimmy Robinson of Ogletree Deakins presented ldquoYoursquore Not the Boss of Me Reg-ulating Employeesrsquo Off-Duty Conductrdquo during which he discussed employeesrsquo outside-the-office use of social media unhealthy behavior appearance and more and how much of that can be controlled by an employer Saturdayrsquos informative sessions included ldquoThe Future of IT in Law Firmsrdquo presented by Ben Schorr of Roland Schorr amp Tower Schorr discussed many technological changes that are on the horizon and how it will affect our law firms Finally Jason Bingham of Trane North America enthusiastically presented ldquoCultureship The ACBs of Business Leadershiprdquo so named for the book he authored a copy of which each member of the audience received Bingham explained how the culture of a firm can affect the firmrsquos longevity and success

In addition to educational sessions attendees had the chance to let loose with Friday nightrsquos DJ and dancing to network with many business partners at the expo and to win prizes at Saturdayrsquos luncheon As always this yearrsquos Statewide Retreat fun and informative Many thanks to Jennifer Kubal Stephanie Angelides and Ben Sotelo from our Chapter for helping make the retreat great by serving on the Retreat Committee n

WILLIAMSBURG RETREAT

SunTrust Bank Member FDIC copy 2014 SunTrust Banks Inc SunTrust is a federally registered service mark of SunTrust Banks Inc How can we help you shine is a service mark of SunTrust Banks Inc

Our dedicated team offers customized solutions to help you grow your firm

suntrustcomlaw

Held March 21 and 22 2014 at

the Kingsmill Resort

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 14: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

14 | MAY 2014 NOVA NEWSLETTER

NAMIWalks Northern Virginia 2014 Saturday September 20 2014 930 am

Tysons Corner Center on the Plaza 1961 Chain Bridge Road McLean VA 22102

Northern Virginia

Turning the Tide Together

The National Alliance on Mental Illness (NAMI) Northern Virginia provides education support and advocacy to individuals with mental illness their families and the community

Join us Register to walk today as an individual or team at

wwwnamiwalksorgNorthernVirginia

To become a Sponsor Team Captain Walker Volunteer or to

learn more about our walk please contact Jenlene Nowak

Walk Manager at walkmanagernamimovagmailcom

NAMI Northern Virginia PO Box 8693 Reston VA 20195

wwwNAMI-NorthernVirginiaorg

ALA Northern Virginia is proud to sponsor and participate in this yearrsquos NAMIWalk as part of our community challenge Stay tuned for more information

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)

Page 15: NoVa Newsletter · 2 | MAY 2014 NOVA NEWSLETTER Metro Toronto Convention Centre Toronto, Ontario, Canada CONFERENCE DATES: Monday, May 19 – Thursday, May 22, 2014 EXPOSITION DATES:

NOVA NEWSLETTER MAY 2014 | 15

RYAN COLBYSon of ALA Member Tina Colby

BIO

Age 10 yrs (09182003)

Birthplace Alexandria VA

Section Mid-Atlantic

Height 4acute 8˝

Weight 70 lbs

Trains at Blue Chip Tennis Academy

Coach Tim Bainton

HIGHLIGHTS

NO

1Ranked Player Mid-Atlantic Section (Boyrsquos 10U) - 2013 2014

NO

28Ranked Player Mid-Atlantic Section (Boyrsquos 12U) - 2014

ACHIEVEMENTS2014n 1st Place - L1 National Open (Boyrsquos 10U Division)n 1st Place Singles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)n 1st Place Doubles - Sarver Presidentrsquos Cup (Boyrsquos 12U

Division)

2013n 1st Place - L1 National Open (Boyrsquos 10U Division)n 2nd Place Singles - 2013 Little Mo Internationals (Florida)n 1st Place Doubles - 2013 Little Mo Internationals (Florida)n 1st Place Mixed Doubles - 2013 Little Mo Internationals

(Florida)

MEMBER SPOTLIGHT

n Quarterfinalist Singles - 2013 Little Mo Internationals (New York)

n Quarterfinalist Doubles - 2013 Little Mo Internationals (New York)

n 2nd Place Singles - 2013 Little Mo Internationals (Colorado)

n Semifinalist Doubles - 2013 Little Mo Internationals (Colorado)

n 1st Place - 2013 Little Mo Mid-Atlantic Sectionals (Maryland)

n 2nd Place - 2013 Little Mo Regionals (Atlanta)n 1st Place - L1 National Open (Boyrsquos 10U Division)n Selected as 1 of 3 boys to represent the Mid-Atlantic at

the Capital Clash Intersectional Team Rally in College Park MD Compiled a 3 - 0 record leading his team to 1st Place

n Selected as 1 of 3 boys to The Stars of Tomorrow Challenge at the Citi Open in Washington DC Compiled a 3 - 0 record in leading his team to 1st Place

n Selected to USTA National Player Development Program for top ranked juniors

2012n 1st Place Singles Consolation - 2012 Little Mo

Internationals (Florida)n 1st Place Doubles - 2012 Little Mo Internationals

(Florida)n Semifinalist Mixed Doubles - 2012 Little Mo

Internationals (Florida)