practicaltipsfororganizingthesmalltechsavvyoffice4.pdf

8/10/2019 practicaltipsfororganizingthesmalltechsavvyoffice4.pdf

1/23

John H. PhillipsBoone, Boone & Phillips, LLP

4313 W. Lovers Lane

Dallas, Texas 75209-2803

Christene Krupa DownsKrupa Downs Law

2000 N. Central Expressway, Suite 108

Plano, Texas 75074

Practical Tips for Organizing the Small, Tech-Savvy Law Office:

The Practitioners Point of View

Dallas Bar Association

Solo & Small Firm SectionOctober 13, 2011


2/23


3/23

JOHN H. PHILLIPS

BOONE, BOONE & PHILLIPS, L.L.P.

4313 W. Lovers Lane

Dallas, Texas 75209

Direct Phone: (214) 902-8036

Fax: (214) 206-9975

e-mail: [email protected]

EDUCATION and MILITARY:

University of Notre Dame, Notre Dame, Indiana

Bachelor of Arts, 1968

United States Air Force

Captain, pilot, instructor pilot and classroom instructor, 1968 - 1973

Southern Methodist University, Dallas, Texas

Juris Doctor, 1975

PROFESSIONAL ACTIVITIES and MEMBERSHIPS:State Bar of Texas, 1976

Board Certified, Estate Planning and Probate Law, 1981

re-certified, 1986, 1991, 1996, 2001, 2006, 2011


Probate, Trusts and Estates Section

Pro Bono Committee, Chairman, 1994 - 1997

Member of Section Council, 1997 - 1999

The Dallas Estate Planning Council

Board of Governors, 1994 - 1995

Texas Bar Foundation

LAW RELATED WRITING and SPEAKING:

Southern Methodist University, Legal Assistant Certificate Program

Trusts and Guardianships instructor, 1981 - 1992

National Business Institute, Inc.

author/speaker, Basic Probate In Texas, 1992

author/speaker, Texas Probate: Beyond the Basics, 1994

Probate Code Committee of Real Estate, Probate and Trust Law Section, State Bar of Texas

chair of subcommittee responsible for revision to 45 of Texas Probate Code (intestate

distribution), 1993

Dallas Bar Association, Pro Bono Projects, Inc.speaker, Alternatives to Guardianship, 1994

Dallas Volunteer Attorney Program

speaker, Presentation On Wills, 2000

Various presentations to church and business groups


4/23


5/23

CHRISTENE KRUPA DOWNS

Krupa Downs LawP.O. Box 864407, Plano, Texas 75074

Telephone: (214) 457-0814

Facsimile: (972) 312-0916Email:[email protected]

EDUCATION

Texas Wesleyan University School of Law Juris Doctorate, May 2010- Top 16% of the class

- Phi Delta Phi Legal Fraternity

- Texas Wesleyan Public Law Fellowship Board 2008-2010: Secretary/Treasurer, and President

- Deans List: Fall 2008, Spring 2009, Fall 2009, Spring 2010

University of Texas At Dallas B.A., Government and Politics, 1999

PROFESSIONAL ACTIVITIES & MEMBERSHIPS

State Bar of Texas Admitted November 2010

The College of the State Bar of Texas Joined June 2011


Dallas Association of Young Lawyers

Elder Law Committee

Collin County Bar AssociationEstate Planning and Probate Section

Collin County Young Lawyers Association

WORK EXPERIENCE

Krupa Downs Law, Attorney Plano, TX Feb. 2011 Present

Miller & Associates, Attorney Dallas, TX Nov. 2010 Feb. 2011

U.S. Dept. of Labor - Employee Benefits Security Admin.

- Student Trainee, Outreach and Technical Assistance Group

Dallas, TX May 2009 July 2010

Consultant (Self-Employed)

- Financial administration services

Plano, TX July 2007 May 2009

Strategic Marketing Partners, Inc.

-Finance/Office/Sales Administrator

Plano, TX Aug. 1993 July 2007

MHI, Inc. Dallas, TX Mar. 1993 Aug. 1993

C&W Transportation/Clark & Wright Trucking, Inc. Plano, TX June 1990 Jan. 1993

OTHER LEGAL EXPERIENCE

Texas Wesleyan Law Clinic, Student Legal Intern Jan. 2010 May 2010

Texas Wesleyan University Endowment Agreement Pro Bono Project Feb. 2009 July 2009

Tarrant County National Adoption Day, Law Student Volunteer Sept. 2008 Nov. 2008

COMMUNITY INVOLVEMENT

Junior League of Collin County Aug. 2011 -

CASA of Collin County 2012 Voice for Children Gala Planning Committee July 2011 -

Collin County Young Lawyers Assoc. - Wills for Heroes Volunteer Attorney May 2011

Rotary International - North Texas Pioneers Feb. 2011 Present

Live From Collin County Board of Directors Sept. 2006 Present

Collin Intervention to Youth, Inc. (CITY House) Board of Directors Jan. 2001 July 2007

Leadership Plano (Graduate of Class XXII) Sept. 2004 May 2005
mailto:[email protected]:[email protected]:[email protected]


6/23


7/23

Practical Tips for the Tech-Savvy Small Law Office: The Practitioners Point of View

1

You can analogize computer technology to cars. There will always be a new model and

you can spend a lot of your time shopping and comparing only to get your vehicle home and start

the process over again because of the newer models. The same is true with technology: there

will always be something newer or better. The trick, then, to being tech-savvy isnt about having

all the newest or latest gadgets or software. The trick is having the gadgets and software you will

useand using those well and until it wears out!

Our goal, with this presentation, is to provide you with practical tips and tricks on using

technology to create a small, tech-savvy law office. After a short about us section, we begin

with a brief overview of some of the basic tools for the small, tech-savvy office and then discuss

our tips for using these tools. Our tips are organized into several topic areas. Finally, we have

included an appendix with more information on the hardware and software solutions we use and

references to some useful articles.

While some of our tips and tricks might be old hat to you, we hope that you find a few

new tips that will help you become a tech-savvy office!

I. About John Phillips and Christene Krupa Downs

John Phillips, licensed in 1976 and Board Certified in Estate Planning and Probate in

1981, purchased his first computer in 1983. He has two partners but each operates independently.

He uses a Dell desktop and a Lenovo laptop, both running Window 7. Since 1991, he has

practiced without support staff. John uses WordPerfect.

Christene (Chris) Krupa Downs, licensed in 2010, started using computers in high

school and worked with technology while a sales and business administrator with Strategic

Marketing Partners, an independent sales and marketing company representing video game and


8/23


2

software publishers as well as accessory manufacturers to North American resellers and

distributors. She uses a Sony Vaio laptop running Windows Vista. Chris uses Word.

II. Some Equipment for the Small Tech-Savvy Office

We assume that most of you are already familiar with the following equipment and likely

use it in your practice. However, we thought it would be useful to briefly mention some of the

equipment we use in our offices and consider as important to the tech-savvy office, as a way to

set the stage, for our tips and tricks.

A. Electronic Storage Options

We should not rely on our computers internal hard drives to be the only home for our

data. Although you can use an on-site server, it may not be the best choice for you because of

the cost, the fact that youll need to learn how to manage the server or have an IT person waiting

in the wings. You could also use a cloud-based option for file storage and management for a

monthly fee per user.1 There are several articles and sources that indicate it is okay to use the

cloud as long as you are careful in choosing a service provider. So, if you opt to go cloud-based,

be sure you go with a reputable company with high-end security protocols. And, consider a

redundancy so that if the vendor fails, you still have your data.

Neither of us uses a server or cloud-based option. Instead, we both have several external

hard drives. We use them, on a rotating basis, to manually back-up our data. As well discuss

later, we both prefer manual back-ups to automated back-ups.

We also use USB flash drives as a means to transfer files from one place to another. A

word of caution about these drives: Please do not rely on an USB flash drive for long-term

storage of files. These drives can become corrupted or fail to work and your data will be lost.

1Google Dropbox is a popular cloud-based solution and another is Box.net (www.box.net).


9/23


3

B. Email

There are many e-mail options available and someone could spend hours talking about

the options! We will just share that John has an email account through his internet service

provider and uses Outlook to manage his e-mails. Chris has a Microsoft Exchange account

hosted through GoDaddy and uses Outlook to manage her e-mails and calendar as well as other

information.

C. Scanner

It just makes sense for a small, tech-savvy office to have the ability to scan documents.

You can scan any document and then discard the paper version - well, assuming you dont need

the original - to reduce your physical storage requirements.

John uses a great stand-alone scanner from Visioneer in conjunction with a software

solution.2He uses Paperport software, which is published by Nuance, to scan and organize his

documents.3 Chris uses a HP Officejet Pro 8500A Premium all-in-one machine for her scanning

needs in conjunction with Adobes Acrboat X Pro.4

D.

Faxing Capability

Weve come a long way since the days of thermal fax machines. It is now very easy to

send and receive faxes without an actual fax machine or dedicated phone line!

2 Visit http://www.visioneer.com/products/default.asp?category=BUSINESS for more information on Visioneersproduct line. There is even a mobile scanner that should appeal to those of you interested in having a mobile office.The Visioneer Mobility does not require an electrical outlet or computer and will scan to a smartphone, SD card orUSB Flash Drive.3Visithttp://www.nuance.com/for-individuals/by-product/paperport/index.htm for more information on Paperport.4Visithttp://www.adobe.com/products/acrobatpro.html for more information on Acrobat X Pro.
http://www.visioneer.com/products/default.asp?category=BUSINESShttp://www.nuance.com/for-individuals/by-product/paperport/index.htmhttp://www.adobe.com/products/acrobatpro.htmlhttp://www.adobe.com/products/acrobatpro.htmlhttp://www.nuance.com/for-individuals/by-product/paperport/index.htmhttp://www.visioneer.com/products/default.asp?category=BUSINESS


10/23


4

John uses MyFax to send and receive faxes online.5 Chris, still old school, uses a fax line

but this is mostly due to her budget. At this time, the fax line costs her less than an online

service and she has the capability to send and receive electronic faxes via her machines built-in

software.

E. Multiple Monitors

If you havent embraced using more than one monitor, we encourage you to do so. Or,

you can use, like John, a large monitor that easily displays two pages side by side. You can

become more efficient and productive. For example, you can have that letter you need to

respond to up on one screen while you are typing a reply on the other or research up on the one

screen and your brief on the other. You will minimize the need to toggle between open windows

or make room for those files and papers on your workspace.

F. Smartphone

We are sure that most of us have a smartphone. Isnt it nice to be able to handle e-mail

while waiting in the courthouse or standing in line somewhere? We actually do have a few tips to

share about ways to utilize your smartphone as well as a few suggestions for applications.

John uses an iPhone and he thinks it is a great gadget but only an adequate phone.

Chris, a long-time Palm user, used the Palm Pre with its WebOS platform for a few years but

recently switched to an Android phone: the Samsung Galaxy S II, Epic 4G.6

5 Visit http://www.myfax.com for more information on MyFax. Another online service is EFax athttp://www.efax.com.6This is Sprints version of the Samsung Galaxy smartphone.
http://www.myfax.com/?utm_source=google_search&utm_medium=cpc&utm_campaign=Gs_Brand&utm_term=MyFax&utm_content=MyFax_exact_1http://www.efax.com/http://www.efax.com/http://www.myfax.com/?utm_source=google_search&utm_medium=cpc&utm_campaign=Gs_Brand&utm_term=MyFax&utm_content=MyFax_exact_1


11/23


5

G. Postage Solution

While we can cut our postage costs by using email to send invoices and maybe

documents to clients, we still need the ability to send documents via certified or registered mail.

If you dont want to go to the post office, you can get a postage account through Dymo Endicia

or Stamps.com.7 Several of the account options are free or you can consider an account that

has a monthly fee but has more features. You could also consider a higher-end and likely higher

cost postage meter through Pitney Bowes. Neopost is also an option for a meter and scale.

John uses a Neopost meter and digital scale. He found it less expensive and more user

friendly than a Pitney Bowes meter. Chris has a Dymo Endicia Standard account and uses a

Dymo Labelwriter 450 Twin Turbo and Dymo 5 lb. postage scale. She uses the label printer to

print stamps as well as labels directly from her other programs including Outlook, Word, and

Quickbooks.

H. Tablet Computer

A tablet computer can certainly be part of the tech-savvy, small office. The next time

you are at the courthouse or a CLE, look around you; you will someone using an iPad or other

tablet to take notes, check email, or even edit documents. Clearly the iPad is the tablet-market

leader. But, if you are interested in an Android tablet there are several options out there to

consider such as Samsungs Galaxy Tab and Lenovos new Thinkpad Tablet8. The latter is

focused on the business user and comes preloaded with applications, including Documents to

Go, a popular application which allows you to view, create, and edit Word, Excel, and

Powerpoint files as well as view PDF files.

7 Visit http://www.endicia.com/Mail/ for more information on the solutions offered by Dymo Endicia. Visithttp://www.stamps.com/welcome/custom/home01/index56.html for more information on Stamps.com.8 Visit http://www.samsung.com/us/mobile/galaxy-tab for information on Samsungs tablets. Visithttp://www.lenovo.com/products/us/tablet/thinkpad/ for more information on the Thinkpad Tablet.
http://www.endicia.com/Mail/http://www.stamps.com/welcome/custom/home01/index56.htmlhttp://www.samsung.com/us/mobile/galaxy-tabhttp://www.lenovo.com/products/us/tablet/thinkpad/http://www.lenovo.com/products/us/tablet/thinkpad/http://www.samsung.com/us/mobile/galaxy-tabhttp://www.stamps.com/welcome/custom/home01/index56.htmlhttp://www.endicia.com/Mail/


12/23


6

At this time, neither Chris nor John uses a tablet. Chris is still pondering the Thinkpad

tablet. She, however, is not quite convinced that it will bring value to her practice or aid her

productivity.

I. Law Practice and Client Management

There are software options available for managing your law practice and there are

additional options for managing client relationships.9 Several of the options are cloud-based and

may include functionality that allows you to create a portal for your client to access documents.

If you are not interested in another software package, you can use Outlook and a

billing/timekeeping software.

John uses Sages TimeSlips for his billing and client contact information, and Intuits

Quicken for his bookkeeping.10Johns version of TimeSlips is very old and serves as an example

of the use it until it breaks philosophy. Using extreme caution, he is slowly transitioning to RTG

Billing with its low cost and relatively few bells and whistles.11 Chris uses Outlook for all her

contact information and Outlooks Business Contact Manager add-in to manage case work using

the project management feature.12 She uses Intuits Quickbooks Professional for her billing,

timekeeping and bookkeeping because she is an experienced user after spending over fifteen

years using Quickbooks.

9If you are interested in some of the options, you should obtain a copy of the ABAs General Practice, Solo & SmallFirm Divisions GP Solo magazine published in June 2011 (Volume 28, Number 4). The entire issue focuses ontechnology.10Visithttp://www.sagetimeslips.com/ for more information on Sages TimeSlips time and billing software.11Visitwww.rtgsoftware.com for more information on RTG Billing.12 Chris does not use all the functionality in the Business Contact Manager because it does not work well formanaging legal matters. Regarding the project management feature, she creates a project for each client/case andthen creates the tasks and deadlines pertaining to that case.
http://www.sagetimeslips.com/http://www.rtgsoftware.com/http://www.rtgsoftware.com/http://www.sagetimeslips.com/


13/23


7

III. The Tips

Now that we have set the stage, well share our tips and tricks. We have opted to write

most of this section in a bullet point format. And, some of our tips may fit into more than one

of the subsections below. We hope that you discover a few practical tips to use in your office.

A. Big Picture Tips

While gadgets and software are fun, think about what makes money for you. We couldspend quite a bit of money on the all latest gadgets and software solutions but will it helpus make money, be productive and efficient?

Pick the technology, learn it well, and use it (until it is time to upgrade).

But, you can have a technology splurge that one area that you indulge in the latestinnovation. For John, that is Dragons Naturally Speaking, a speech-to-text software.

Dont replace something that works well just because something newer is available. But,do keep your eye on technology so that you can transition smoothly when you need to.

B. Tips for Organizing Your Electronic Files

Perhaps one of the best things about electronic data is that it takes up less room to store

than paper files! If youve been practicing for awhile, you understand the issues with storage

space. John has over sixteen hundred numbered files and he has scanned about three-quarters of

them. For the new practitioner like Chris, you can minimize future storage issues by starting a

system now.

1.

Creating your Electronic File Structure & Organizing Your Files

Spend some time thinking about how you and your staff, partners, or clerks processinformation. Any organizational system should be based on how the users think andprocess information. After all, the system has to make sense or it wont work well!

Consider where you want your data to be and put it there. You do not need to defer toWindowss organizing.

o Chris has a main folder entitled Client Files and within that folder is a sub-folder for each client based on the dummy folder. Other main folders include:Firm Operations, and Publications/CLE/Manuals.


14/23


8

o John organizes by categories such as word processing, spreadsheets, andscanned documents. He then subdivides until he has useable subdivisions. Healso has folders for Scanned CLE and Scanned Reading.

Create a dummy client directory that you can copy and use for each client matter.(In the Appendix you can see the dummy directory Chris uses.)

2. Becoming Paperless (Well, as close to paperless as possible!)

Scan paper as you receive, write it, or print it or set a certain day and time to do so.For example: Chris will print a letter, sign it and then immediately scan it forelectronic storage. (She sometimes uses an electronic signature and then she willprint for sending only.)

Use two monitors instead of printing documents. (You can have your research up onone screen and your word-processing software up on the other.)

If you arent using an electronic fax service, check to see if you can program your faxmachine to receive faxes electronically. If you can, utilize this feature. You can thenrename the files and move them into the appropriate electronic directory.

If you want to save that internet page you used as a resource, convert it into a PDF.13

3. Easily locate your electronic files

Scan or save your documents as searchable PDFs. John uses Paperport to do this

and Chris uses Acrobat. You can then use a key word or phrase to search, in aWindows search, for documents.

Set your computer to index files. You can then the Windows search feature foralmost instant searches across your entire hard drive.

C. Tips for Contact Management, E-Mailing and Calendaring

1.

General Tips

Consider your budget before investing in practice management and client relationshipmanagement software. While there is some great software out there, consider the costand whether you will utilize the software to its fullest potential.

If you opt for a cloud-based option, be sure to find a way to back-up your data toprevent loss if something happens to the provider.

13You can use Adobe Acrobat to do this or research one of the several free PDF creation products available. Chrisrecommends Acrobat based on using the product for many years. She will not recommend any of the free productsbecause she has never used them. Adobe recently introduced its CreatePDF service which allows you to createPDFs online for a fee.


15/23


9

2. Tips for Microsoft Outlook14

Do not need to store all your contacts in the default My Contacts folder. Create

additional folders to manage your contacts. For example: create separate folders foryour clients, attorney contacts, operations contacts, family, friends, etc.

o

Customize the form associated with each contact folder. For example: For yourattorney contacts, add a field for Area of Practice.

Organize your incoming e-mails by conversation or thread. This groups your e-mailsby the message subject and makes it easier for you to reply to that last email. (To dothis, go to the View menu and arrange by conversations.

Create Rules to handle your incoming e-mail. You can set-up subfolders for your

inbox and then create a rule to send certain e-mails to that folder. For example: createa subfolder entitled CLE and then a rule to send all email received fromTexasBarCLE to that folder.

Create a Journal Entry to record notes from a client meeting or conversation or even

enter a note that you mailed documents on a particular date. (Select your contact,right click, and select create journal entry.)

o Later you can open a contact and see all the activities for that contact or you caneven seen the activities if you utilize the People Pane feature in the e-mailscreen. (This will appear at the bottom of your Reading Pane. You can expand orcollapse the People Pane.)

Create categories to color-code your appointments, tasks, and contacts. (Chris hasseveral categories including CLE, Client Related Matters, Firm Operations, andVolunteer.)

Use Outlook to manage your tasks (to-do list). You have options when it comes tothis.

o Use the Tasks feature for your to-do list. You can set the due date, priority,categorize, and set reminders.

o Do you prefer sticky notes? Use the Notes feature to create sticky notes with yourto do items. For example: create a sticky note entitled To Do Client DoeProbate.

If you like writing on your notes, just print your sticky notes. You can markoff completed items, prioritize items, or doodle on the paper!

o

Use Business Contact Manager to create a Project. Create project tasks for eachto do item. For example: Chris creates a project for each client matter (usuallyentitled with the Clients Name and Description and Cause Number, if any) andthen creates tasks with priorities and deadlines.

14 If you are interested in a specific how-to on any of these tips, please feel free to contact Chris [email protected].


16/23


10

3. Hosted Microsoft Exchange Server

If you are interested in a virtually hassle-free way to have your smartphone handle

your work e-mails and calendar, consider setting upadomain name for your practiceand utilizing a Hosted Microsoft Exchange account.15

o

Avoids syncing your smartphone to your computer because your e-mails andcalendar items will push to and from your devices. You are at the courthouseand a peer wants to schedule lunch, you do not have to wait to get back to youroffice to check your calendar. Set the appointment and it will push to youroffice computer.

4.

Cloud-based Products for Practice Management, Client Management, Etc.

If you are interested in a cloud-based solution to your practice management and client

relationship management, there are several options available and we have listed a few below.16

If you opt to go cloud-based, consider the per user costs associated with this option.

Advologix PM, based on a leading application for sales organizations, combines

client relationship management and practice management capabilities.17

Clio offers you a client extranet to use with your more tech-savvy clients.18

Google Calendar allows you to share your calendar with co-workers. In addition,you can sync to and from your phone and with desktop applications.19

o Chris knows of several attorneys that utilize Google calendar and have good

things to say about it.

D. Tips for Document Creation and Archiving Documents20

Use Acrobat to watermark your documents. For example: Convert your document to aPDF, place a watermark that says Draft and email to your client. While you can do thisin Word, Chris has found that it is easier in Acrobat.

Use Acrobat to merge files into a single PDF. Example: You have your brief, written inWord, and your exhibits, because the documents were scanned, saved as separate files,you can merge them together.

15GoDaddy and other web-hosting companies offer this service.16 If you are interested in some of the options, you should obtain a copy of the ABAs General Practice, Solo &Small Firm Divisions GP Solo magazine published in June 2011 (Volume 28, Number 4). The entire issue focuseson technology. Refer to the article by Wells H. Anderson entitled Client Relationship Management.17Visitwww.advologix.com for more information on Advologix PM.18Visitwww.goclio for more information on Clio.19Visitwww.google.com/googlecalendar/about.html for more information and Googles 7 reasons to use GoogleCalendar.20All references to Acrobat is to Adobe Acrobat Standard unless the product is specifically noted as Acrobat Pro.
http://www.advologix.com/http://www.goclio/http://www.google.com/googlecalendar/about.htmlhttp://www.google.com/googlecalendar/about.htmlhttp://www.goclio/http://www.advologix.com/


17/23


11

Use Adobe Portfolios to create one file containing different files formats. For example,you can have a file with a spreadsheet, media file, and a document. The files do not haveto be converted to PDF. You can edit any of the documents within the portfolio. This is agood option when responding to discovery requests.

Use software to Bates number your document. Both Acrobat Pro and PDF Bates Stamp

can be used to apply the numbering to your scanned documents.21

Use Acrobat to easily redact text from a document. You are responding to discovery but

need to redact privileged information, use the redaction feature to easily redact thedocument

Create fillable forms for your client intake forms or any other document. You can emailthe document to your client for completion.22

Archive your emails to reduce the amount of emails in your email program and to reduce

the likelihood of losing all your emails.

o For example, when you are finished with a client, you can archive all the emails that

you saved in Outlook by converting selected emails or even folders to PDF. You cando this directly through Outlook 2010 with the Adobe PDF add-in. All the emailswill be in one PDF file but you will see a list of each separate email. Keeps Outlookfrom being filled with old emails.

o Or, like John, archive chronologically. At the end of the year, create a new folderentitled 2011 Inbox and move the entire contents of the inbox to this file. Thisleaves the inbox empty to start the new year.

E. Tips for Scanning and Faxing

1.

Scanning

Use a scanner that scans double-sided. You wont have to flip the pages and theninsert the even pages into your file.

Scan your documents as your receive them or set up a schedule to do so.

Scan your documents as searchable PDFs using Acrobat or Paperport or even your

scanners software if it has this option. You will be able to search for a documentbased on a word or phrase and even search the document itself for a particular wordor phrase.

If you need to change a scanned document, scan using OCR. You will then be able to

edit the document in your wordprocessing software.

Scan your documents bottom first. This can help prevent misfeeds and crookedoutput caused by staple holes. Use your PDF software to rotate to the correct view.

21 John uses PDF Bates Stamp and Chris uses Acrobat Pro. Visit www.batesstampsoftware.com for moreinformation PDF Bates Stamp.22Both Acrobat or Paperport can be used as well as several other software products.
http://www.batesstampsoftware.com/http://www.batesstampsoftware.com/


18/23


12

2. Faxing

If using an online fax service, download your sent faxes and place into your client

folder(s).

Consider using an online fax service, if you have a more mobile practice. You can

send and receives from any computer or into a smartphone. The faxes will arrive intoyour e-mail inbox as attachments.

Program your fax machine to receive faxes directly into your computer as PDFs.Move the received faxes into the clients folder. You can also use a PDF software toedit the received fax and forward to others.

o Most Hewlett Packard all-in-one machines allow you to set up incoming faxes toreceive electronically whether USB connected or Networked.

F. Tips for Security and Backing Up

Use multiple external hard-drives to back up your data. Keep a back-up offsite.

Password-protect your computer, external hard-drives, smartphone, software packages (if

necessary).

o

Entrust someone with all of your passwords.If you implement just one of our tips, letthis be the one!

23

o If possible, set your devices to automatically erase after 10 failed passcode attempts.

Manual back-ups versus Automated back-ups Some things to consider:

o Automated is easier to schedule.

o While manual is the copy & paste or send to method, it allows you to see every filethat is important to preserve versus having all the data in one dated back-up file

Back-up all your documents, spreadsheets, scanned documents, e-mails, faxes,accounting and billing data. You do not need to back up your program files as long asyou have access to your installation disks and codes.

Keep a list of your program files and product codes if you used digital installation instead

of disks.

o Keep this information in a password protected Excel spreadsheet.

o Consider using a free POP email account such as Yahoo or Gmail for all your digitalsoftware purchases and keep the email receipts and confirmation emails.

23John practices probate and has seen countless examples of families tearing their hair out trying to find out whatmom or dad had on their computer. If you are a solo practitioner or practice, like John does, in a group of standalones we recommend you read Jimmy Brills articles on death of a solo and plan accordingly.


19/23


13

Invest in a battery back-up system in case of power failure.24

If you want a cloud-based option, go with a reputable company such as Mozy orCarbonite.25

Software Options for firewall and virus protection:26

o

ZoneAlarm27

Use the free version for firewall protection.

o Avast28 Use the free version for virus protection.

o AVG Internet Security29 This is a paid product for firewall and virus protection aswell as other protections.

G. Tips for Other Technology

1. Tips for your iPhone or Android Phone

Use the movie feature of your camera to take a video. Example: Use this to inventory

a room.

Use the camera to take a picture of a filed document instead of paying the copycharge.

Sync with Google if you do not want to lose your contacts & calendars and do not

routinely sync with your computer.

2. Suggestions for iPhone and Android Applications

iPhone Apps

o

Dislike pecking at the keys or the virtual keyboard on your phone? Considerusing Dragon Dictation to dictate your texts and e-mails.

o Use Documents to Go to take spreadsheets and documents with you. This is theonly application that John has paid for.

o Use Texas Legal to easily look up statutes and annotations. It is free to membersof Technology Section but there is a promotion where the application is free forall members of Bar through October 15th.30

24John offices in a small old house and the power periodically fails for a moment or too. But that could be enough

to lose data! No building is immune to power issues and a good battery back-up will protect against power surgesthat could fry your equipment.25Visitwww.mozy.com for more information on Mozy andwww.carbonite.com for more information on Carbonite.26Visithttp://download.cnet.com/windows/ for reviews and recommendations on products.27Visitwww.zonealarm.com for more information.28Visitwww.avast.com for more information.29Visitwww.avg.com for more information.30Visithttp://www.sbot.org/ for more information.
http://www.mozy.com/http://www.carbonite.com/http://download.cnet.com/windows/http://www.zonealarm.com/http://www.avast.com/http://www.avg.com/http://www.sbot.org/http://www.sbot.org/http://www.avg.com/http://www.avast.com/http://www.zonealarm.com/http://download.cnet.com/windows/http://www.carbonite.com/http://www.mozy.com/


20/23


14

o Fun Apps

Converter all sorts of measurements, currency, temperature, pressure,power, etc.

Exact age kids ages

Cycle Watch time, speed, calories, map for biking, walking, running

My Fitness Pal track food and exercise

WhatKnot all about knots, what to use, how to tie

Android Apps

o Use Documents to Go to take spreadsheets and documents with you. The freeversion allows you to view documents. The full version, available for $29.99.,allows editing of documents.

o Texas Legal free to members of Technology Section; statutes and annotations;free for all members of bar through October 15th.

o

Texas Child Support Calculator by Thomas J. Daley, J.D. quickly computeguideline child support including all allowable deductions. Results can beemailed to associates, legal assistants, clients, or opposing counsel. $3.99

3. Tablet Computers

When considering whether a tablet will work for you, consider your practice area?

Will you use the tablet? Can you use it? If you practice in the Dallas probate courts, itmay not work in the courtroom due to the lack of technology. But you can still use itto take notes and have electronic documents with you.

4. E-filing

Use e-filing to reduce the time spent filing documents. You wont have to travel toand from the clerks office.

o Check to make sure your court accepts e-filing. Collin County Probate Courtdoes not. Dallas County does but it may take several days for the filing to beprocessed.

Great paper All the Latest on: Online Records and Paperless Filings by Robert J.Stack, Law office of Robert J. Stack, 275 W. Campbell Road, Suite 201, Richardson,

TX 75080, [email protected]

5. Remote Access to Computer

What if you are out of the office but need a document or data that is on your office

computer? Set up a remote access product on your work computer. Then, you can loginto your work computer from another computer, tablet and even some smart phones.You will be able to access the programs and files on your work computer.


21/23


15

o Software Options for remote access include Log Me In31or Go to My PC.32

6. Cloud-based Document Transfer

If you are interested in using a cloud-based product to transfer documents to and fromcomputers, consider Google Dropbox.33

H. Other Tips

Enclose a prepaid return envelope with your invoice. Make it easy for your client to sendyou the money!

CNET to review and compare products

PC magazine (PCMag.com) is another great source for reviews

31Visitwww.logmein.com for more information. Chris used this product, both the free and paid versions for manyyears. She found it easy to use.32Visitwww.gotomypc.com for more information. Johns wife uses this virtually every day and it works well.33Visitwww.dropbox.com for more information.
http://www.logmein.com/http://www.gotomypc.com/http://www.dropbox.com/http://www.dropbox.com/http://www.gotomypc.com/http://www.logmein.com/


22/23


16

Appendix Dummy Client File Directory

Here is the dummy directory that Chris uses. We will mention again that some of these foldersmay remain empty depending on the client matter.


23/23


Appendix Books and Articles

The Connected Lawyer. GP Solo, a Publication of the American Bar Association, June 2011Edition, Volume 28, Number 4.

iPad in One Hour for Lawyers, Tom Mighell.

o Available through the Law Practice Management Section of ABA atwww.ababooks.org.o Lessons on viewing and managing pleadings, case law, contracts and other legal

documents;o Using an iPad to take notes and create documents;o Using legal-specific applications at trial or in doing research;o Includes listing of best apps for lawyers.

Dealing with Death of a Solo Practictioner, James Brill.o Available at www.texasbarcollege.com/reports/solo.PDF
http://www.ababooks.org/http://www.ababooks.org/