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16 Steps to Set up a Cloud-Based Law Firm

Do you need to set up a law firm but you’re not sure where to start? Would you like to take advantage of some of today’s cloud technology, but want to be sure that you are staying within the Rules of Professional Conduct? Cloud-based software has given law firms of all sizes the ability to get up and running quickly without needing to be an IT expert, but as attorneys, you need to take some precautions along the way.

Cloud-based law firms are not right for everyone, but for many, cloud technology has leveled the playing field with the larger firms with deeper pockets.

I have developed a 16 step process for creating a cloud-based law firm. Most of these steps can be accomplished in less than a month and you will be up and running. Here is how you get started:

  1. Secure your domain name. This step allows you to have a website and use e-mail with your firm’s name. Don’t be surprised if your name is not available since more than 250 million domain names are reserved. Choose vendors like Blue Host or GoDaddy to host your domain name.
  2. Use your domain to create an e-mail address. You need to have e-mail, but e-mail offered by your domain hosting company is seldom the best option. Typically, they provide only e-mail but most firms would like to sync their calendar, contacts and tasks everywhere they go. I recommend using Google Apps for Business or Microsoft’s Office 365 for access to your email, calendar and contacts and both sync with most mobile devices, including cell phones and tablets.
  3. Export Your Data. Most cloud-based systems will allow you to import data from older systems and programs. Choose the following export types when exporting data from your current or old firm to bring data to your new firm:
    1. Choose .pst files for Outlook email, contacts and calendars;
    2. Choose .csv files for accounting data;
    3. Choose a folder structure for documents. If exporting data from a document management system, be sure to have the original document names included.
  4. Reserve office space.  Do you need physical office space? If you do, secure it now. If you don’t, consider starting your firm at your house and using a Voice Over IP (VOIP) phone system for just you or for multiple employees in remote locations.
  5. Order Internet access. Internet access is the key to being successful in a cloud-based law firm, so order as much bandwidth as you can afford. The upload speed is the most important number to remember. If an internet service provider will provide “10 by 2” pipe, it means that the download will be 10 MB/second and the upload will be 2 MB/second. Choose the highest upload speed you can afford especially for a VOIP phone system. Depending on the type of access that you need, this step may take the longest to install. If new cabling needs to be run, the installation time can be more than six weeks.
  6. Talk with an accountant. All firms need to make sure they will get paid and this means planning your financial system. QuickBooks is a good alternative for first time business owners and most accountants like it. It can handle both an operating and a trust account, if you need it. Better yet, consider securing someone else to do your books and figure out how to divide the financial duties from check writing and accounts receivable. Talk to your accountant of their preference for Quickbooks Online or desktop Quickbooks (most will favor this option because it has more features). They will have an opinion on the subject – guaranteed.
  7. Order equipment. Buy the best computer you can, either Mac or Windows, and throw in a tablet for mobile use (iPad has the most legal apps). Buy a LaserJet printer (HP preferably, color if you need it) and a ScanSnap scanner. If your firm is big enough to warrant a copier, eliminate both the printer and the scanner and buy a brand name copier that will copy, print and scan. Make sure that your copier includes the ability to scan using OCR (optical character recognition). It may be more expensive, but it will be worth it. You probably don’t need a fax machine, but you can still have electronic faxing through a service like EFax.
  8. Buy or subscribe to software. Traditionally, Microsoft Office was only available for purchase. Now, with the advent of Microsoft’s Office 365, you have the choice. You can still buy the software and own the license or subscribe to Office 365 and pay a monthly fee (click for pricing of various options) to access Microsoft Office. Different subscriptions give you different options from local version of software to video conference calling. Don’t forget about practice specific software like SoftPro or Best Case.
  9. Secure your phone numbers and equipment. Consider porting an existing number to a Voice Over IP (VOIP) phone system or securing a number through a hosted voice over IP system like Ring Central or Vonage for Business. Hosted phone systems give you the same capabilities as server-based systems like voicemail to email and Find Me, Follow Me. Typically, the service requires you to purchase the physical phone and maintain a monthly subscription for the phone service.
  10. Decide on your document storage. Attorneys use lots of documents. They should be stored in a safe and secure place. If you decide to use a system like Dropbox, make sure you encrypt your documents with a system like Viivo before they leave your computer. Other storage options include Google Drive (can be included with your Google Apps for Business account), Box.com, or Microsoft’s OneDrive for Business if you use Microsoft’s Office 365. Better yet, if you like a document management system like Worldox, choose a cloud-based option like Netdocuments for document management in the cloud.
  11. Back up your documents. Even if your documents are cloud-based, you still need to back them up. Use a system like MozyPro or TimeMachine on a Mac to be sure you have a copy of your documents even if they are in the cloud.
  12. Use Practice Management. Unlike server-based systems, cloud-based practice management systems combine practice management along with the ability to key time. Systems like Clio, MyCase, Rocket Matter, Firm Manager allow you to organize your practice with the firm’s clients, contacts and calendar. Many of these systems will integrate with QuickBooks that will keep your accountant happy. Most important of all, READ the Terms of Service for the system to be sure that you understand who owns your data, how to get it back and who has access to your data.
  13. Legal Research. If you need it, sign up for Westlaw, Lexis or check out FaseCase. It might even be a benefit through your local bar association.
  14. Start a website (and a blog). Don’t be intimidated by website technology. It has come far and is easier than you think. Consider creating a website and a blog using WordPress.com (or .org for more plug-in options) or work with professionals on eLance or 99designs for help.
  15. Engage in Social Media. Social media can help grow your online presence. Create firm and professional accounts on Facebook, Google +, LinkedIn and Twitter to help you distinguish yourself from your competitors.
  16. Choose a virtual assistant or virtual receptionist. If you are not sure you need someone onsite with you, consider employing a virtual assistant to get you started. If you want to have the big firm experience with a person answering a phone, choose a virtual receptionist like Ruby Receptionist to have a live person answer your phone on your behalf.

And there you have it; one new law firm ready for clients. Get ready, get set, Go!


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10 Legal Tech Tips for Friday the 13th

Friday the 13th has a reputation as a day of bad luck. Let’s change our luck around by heeding some tips that will ward off bad luck on any day.

1. Bates Numbering with Acrobat Pro – Bates Numbering within Acrobat Pro is easy, flexible and allows for changes and updates. The Pro version of Acrobat is required and Bates Numbering is accessible under the Tools menu. Yes, it allows you to choose your own crazy Bates number scheme.

Bates Number

2. Buy a Keyboard For Your Tablet – Tablets are great, but by buying a keyboard to use with the tablet it becomes much more of a business tool. The keyboard can be integrated within the case or carried separately as a Bluetooth device.

3. Update Your LinkedIn Profile – LinkedIn has been around for a while, but have you looked at your LinkedIn profile lately? Take a few minutes to put up a new picture, add more content and update your recent publications. People are using LinkedIn. Are you?

4. Use Paste Special in MS Office Products – If you are tired of pasting data into documents, emails and briefs with incorrect formatting, choose the Paste Special option under the Paste Menu. Choose Unformatted Text to leave the bad formatting behind.

Paste Special

5. Limit Your PowerPoint – PowerPoint slides should not be used as a prompt for the presenter. They need to convey the most important, impactful data in your presentation. By limiting your PowerPoint to simple clear messages, the audience will be listening to you and not reading your PowerPoint.

6. Read the Terms of Service – When engaging in cloud computing, many attorneys assume that the terms of service of one provider are the same as every other. They are not! Be sure to read the terms of service for any provider where you store your client’s confidential data.

7. Get Rid of Your Fax Machine – Many law firms have the (wrong) idea that they need to maintain a physical fax machine in order to send and receive faxes. Just because your client has not moved into the age of electronic faxing does not mean that your firm needs to keep a fax machine sitting in the office. Investigate online fax services or free services can be found with a little research. You can receive and send your faxes electronically and your client can keep their fax machine.

8. Use Virtual Assistants – Today, your assistant does not have to work in the office with you. Consider engaging a virtual assistant for short or long term assignments. They would work just like an assistant in your office. They can do anything from calling clients, to managing calendars, to booking travel, and any other projects that don’t require them to be physically in the office.

9. Backup (and Restore) Your Cloud Data Locally – Tools like Dropbox are a wonderful way to store and share documents. However, this does not relieve the necessity to back up your data. Periodically, copy your data from Dropbox, Box.net, Google Drive, SkyDrive (whatever flavor of storage you prefer) to your local backup drive. Test some files to make sure that your backup works in case disaster strikes.

10. Try Voice Recognition Software – Since I can talk faster than I can type, voice recognition software has been a lifesaver for me. If you have tried voice-recognition software in the past and not been pleased with it, give it a try again. The technology has greatly improved over the last few years, and it will be worth the short investment of time.

Good luck on Friday the 13th, and make the most of the day by trying some of these tips.

Can I Use a Mac at Law Firm


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Can I Use a Mac at My Law Office?

(Originally published on April 22, 2014 on Law Technology Today. Read original post here.)

I work with lots of firms that are either starting up or looking to move to the cloud. One question comes up over and over – Can I use a Mac instead of a PC in my firm? The answer is usually YES! However, while the answer may be yes for some attorneys, it’s good to know why the answer might be no for you in particular.

While the majority of law firms are still running in the Windows environment, more people than ever are using Macs in law offices these days.  In the past, Macs could not run the software necessary to operate in a law firm, but cloud-based practice management and time and billing systems have bridged the gap between Macs and PCs. Cloud-based software can be run on Macs and Windows PCs equally, and can be accessed using most major internet browsers.

Let’s consider a few good reasons to move to a Mac:

  1. You have a Mac at home and you are comfortable with the operating system, and saving and downloading files in the Mac OS X environment.
  2. You don’t mind looking for your own answers and doing a little tinkering when the Mac needs to behave in PC world (such as connecting projectors in a Windows-based environment.)
  3. You are tired of being frustrated by technology and want to use a computer that just works, all the time, with very little maintenance.

If you are willing to make the initial investment in time and money, a Mac provides a great return on investment. They are easy to learn, easy to get up and running and inexpensive to maintain. Go for it!

However, be sure that you are not making the decision for the wrong reasons.  Consider these common misconceptions about moving to a Mac:

  1. “I have an iPad and iPhone so I thought I’d get a Mac because they’ll work the same way. “
    1. Reality Check –iPads and iPhones are a great introduction to the Mac OS X, but the interface and functionality are different. The Mac is not an iPad with a keyboard. It is a powerful computer with an operating system that can take time to get used to.
  2. “My kids have a Mac (or my friend has a Mac) and they say it’s really easy and I should set up my office based on a Mac.”
    1. Reality Check – The Mac environment is easy as long as you take some time to learn how it works. If you are starting a new firm and are still trying to figure out how Quickbooks works, you may not want to add another level of complication.
  3. “Anyone can learn how to use a Mac!”
    1. Reality Check – You are never too old to learn. But, if you are not willing to learn something new, maybe you should stick with something that you know.

Several other items to consider about Macs in law offices today:

  1.  Mac-based law firms typically require less investment in IT after the initial purchase.
  2. If there is an essential tool in your software toolbox for your firm (Best Case for Bankruptcy firms or SoftPro for Real Estate firms), confirm that the software will work in a Mac environment.
  3. Macs have the ability to operate a session of Windows on the Mac. If one program that you require is only available on a Windows environment, a system like Parallels or VMWare Fusion can allow you to access a Windows environment on the Mac.
  4. There are great resources available for attorneys in Mac environments that were not even around five years ago. Resources like The Mac Lawyer (themaclawyer.com), Macs In Law (www.macsinlaw.com) and groups like MILO (Macs in Law Offices) are great ways to get up to speed with Macs in law fast.

After considering these options, you can decide if a Mac is the right choice for you. However, if you believe that a Mac is right for you, you will not be disappointed.   After the initial learning curve with the operating system, you will find that Macs are stable, workhorse machines that run well for years and need little support and maintenance. As the saying goes, “Once you go Mac, you will never go back!”

Good luck!

Dropbox


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Using Dropbox for Your Client Documents? Encrypt it!

I use Dropbox every day, and I love it! It’s a great way to store documents and have them accessible in multiple locations on multiple computers. However, while this convenience is great, security needs to be considered when using Dropbox for client documents. Dropbox files are not encrypted, so the security of your clients’ documents is in your hands. Encrypt your Dropbox!

When I talk about encryption, I don’t want to lose all the non-techies. Basically, when a document is not encrypted the documents and sensitive client information is stored without anything other than a password. If it falls into the wrong hands, they can read it. Encrypted data is stored as ones and zeros so if your data is compromised, it can’t be read. You hold the only encryption key, and your data can only be unlocked and read by you.

There are a number of Dropbox encryption tools on the market including True Crypt (www.truecrypt.org – one of the few options for the Windows XP users (Yikes!) out there, but that is another post), Box Cryptor (www.boxcryptor.com) and Viivo (www.viivo.com). Some are easier than others to install and use.

My personal choice for Dropbox encryption is Viivo.

Viivo encryption

I like Viivo because it’s easy to install, easy to use and free. When you install the software, you follow the step-by-step directions, including setting an encryption password. As part of the process, Viivo will ask you to relocate your Dropbox to the encrypted Viivo folder.

Your documents will now live inside the encrypted Viivo folder and will look the same as they did when they were in your Dropbox folder, but they will have an extra layer of protection. Rather than going to the Dropbox folder for your documents, you go to the Viivo folder. Viivo even installs it right where you are used to going to your Dropbox:

viivo location

By adding the additional step of encrypting Dropbox, you will be improving your firm’s security and protect your client data and confidential files. You will know that if there’s ever a breach in security at Dropbox, your data is protected. Dropbox is a powerful tool that can provide quick storage and improve the mobility of your practice, but take the extra step that will help protect you and your clients’ data. Encrypt!


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Two-Factor Authentication – What Is It And Do I Need It?

In the age of technology, stolen identities, compromised credit cards and all things online, technology companies like Google, Facebook, Microsoft and others are trying to help us. These companies have come to recognize that they cannot force their users to use strong passwords and change them frequently. We also ask a lot of these companies, requiring them to keep our information safe while we are accessing their site from a tablet, a mobile phone, the in-law’s virus ridden computer and the firm’s VPN connection.

Whew!

Welcome to two-factor authentication.

Some of you have probably heard about the concept, but aren’t quite sure what it is and if you need it. In short, you need it – wherever you can get it. Two-factor authentication will (as Google describes it) “Help keep the bad guys out of your account by using both your password and your phone.” The process forces you to identify yourself by not only a username and password, but also something that is in your physical possession, like a cell phone (that is the two-factor part).

To test the two factor authentication, I enabled it on my Google Apps for Business email. The initial setup for Google Apps for Business was not difficult. The first time I accessed my email on the web after I set it up, I logged in as normal, but a second window came up that was asking me for a Google Verification Code. A text was sent to my phone and I needed to enter in the verification code to continue to my email. Every 30-days, I am asked for a new code when I access my email on the web or from a new device. I have to say, it can sometimes be a pain, but if I can keep the “bad guys” out of my email account it is worth it.

You will see more companies offering two-factor authentication coming down the pike, with Twitter already working on it and more companies getting ready to offer this option. The ability to verify your identity with a username and password, as well as something that you physically have in your possession is here to stay. Considering the possible consequences of a “hacked” account login or stolen credit card numbers, I propose that you enable two-factor authentication whenever possible and let the tech companies help you protect yourself.


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Setting up a Blog – Taking the First Step

Recently, I had the opportunity to attend a “Legal Geeks” meeting hosted by our local Bar Association, and our topic was blogging. While we drank beer and talked technology, I was surprised at how few attorneys are blogging. Many folks were not sure where to start and I wanted to provide a quick guideline.

After personally setting up a blog, as well as helping clients with their efforts, I would recommend the book Blogging in One Hour for Lawyers by Ernie Svenson for anyone that wants to know more (available through the ABA and iTunes). Ernie makes the process very straightforward and is a great reference when setting up a blog. Unlike Ernie’s example, which uses TypePad.com, I used WordPress.com for my blog as well as the blogs of my clients. It is the most popular platform for blogs and for one main reason – WordPress is easy.

The blog setup is similar to the WordPress.com content management systems (CMS) that many websites use. Those of you who have a little experience modifying websites will be comfortable with the setup. Those of you who are new to WordPress.com, I have provided a few steps below to get you started in the right direction:

  1. Register your domain name. This is the name of your blog – www.nameofyourbloghere.com. You can set up a new domain name for your blog through WordPress.com or if you are already familiar with another registrar (like GoDaddy or Network Solutions), register your new domain there. Here are a couple of hints regarding your new blog:
    1. Separate your blog from your website. You can link to it, but it should be separate from your law firm website.
    2. Use a name that is relevant to your practice or catchy. You can also back into a name by using Google’s keyword search tool and see what related words and phrases rank well in Google.
    3. Use domain forwarding within WordPress.com to forward your domain from WordPress.com to your existing domain if you register your domain at your existing registrar.
  2. Pick a Theme – The themes allow you to select the structure for your blog page.
    1. Choose a theme that can be customized to use your own colors, logo and pictures.
    2. Pick a theme in which you like the location of pictures and text of the blog because they (typically) cannot be changed.
    3. Purchase a theme or use a free theme on WordPress.com. If none of the existing themes work, run a Google search for WordPress themes and you will have many options to choose.
    4. Change themes if you do not like it. Themes can be changed easily and applied to your existing text and pictures.
  3. Start Writing – or Posting (as WordPress calls it)
    1. Use a great title for the blog – Many readers will decide to read your posting based on the title and the title is what shows up in RSS Feeds.
    2. Write on topics interesting to you – If they were interesting to you, they will be interesting to others as well.
    3. Write often – WordPress.com allows readers to subscribe to your blog. Give them something to read at least once a week – more if you can.
  4. Promote your Blog
    1. Link it to your social media sites either automatically (through WordPress.com) or manually.  WordPress.com has links to automatically promote your blog through LinkedIn, Twitter, Google+, Facebook, etc.
    2. Read other people’s blogs – Twitter is a great source for blog ideas and other experts in your practice area.



Blogs are a great tool to show your expertise in an area, keep in touch with existing clients, and market to future clients. It will help you distinguish yourself from your competitors, and increase your visibility online through quality social media content and improved Google rankings.  The positives definitely outweigh the negatives here, so take the time, set up a blog and write, write, write.
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Should I stay or should I go? Legal Technology Conferences

As an attorney, if you have never attended the ABA TechShow in Chicago, it is worth the trip. With more than 50 educational sessions (many for CLE credit) and more than 100 vendors attending, it is a big bang for your buck to get up to speed on technology fast. Whether you would like to know more about hardware (from scanners big and small to the latest in off-cloud storage solutions), software (from legal-specific iPad apps to practice management systems, e-discovery, document assembly, and every type of cloud-based software), or advanced technology tips and tricks (from apps to sites to time saving tools), the ABA TechShow has something for everyone.

Any attorney would benefit from a technology conference and exhibit. Besides earning most of your yearly CLE credit in one shot, you can develop a technology plan that can last for years.

Of course, the ABA TechShow is not the only show out there. A few upcoming legal technology shows include:

  • Association of Legal Administrators (ALA) – April 14-17, 2013 – National Harbor, Maryland
    For more information – http://www.alanet.org/conf/2013/default.html
  • International Legal Technology Association (ILTA) – August 18-22, 2013 – Las Vegas, Nevada
    For more information – http://conference.iltanet.org/
  • NC TechShow on November 1, 2013 – Cary, NC – Law Practice Management Section of the North Carolina Bar Association (NCBA) – More details to come soon.

If your schedule is too packed right now, plan on attending next year and put one on your calendar now so you can schedule around it. The ABA TechShow next year is March 27-29, 2014 in Chicago. Mark your calendars now!

Attend a legal technology conference and exhibit and get excited about technology that will save you and your firm time and money. You will find it is worth the trip.


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Protecting Data on your iDevice

Recently, I received a call from a client that had her smart phone stolen. She left it in a coffee shop and when she returned to the shop, it was gone. It is tough to hear. We all know how much these devices have on them – our home address and phone numbers, all our personal contacts and, for many of us, confidential client information. Luckily for her, she only had her personal email on it. The first question I asked when she told me about the phone was “Does it have a password on it?” Unfortunately, the answer was no.

Smart phone and tablet computers can be a great way to be able to keep up with your mobile lifestyle by providing you quick and easy access to your email, calendars and contacts and everything in between. Whether your preference is an iPhone, iPad, Android device, or any other type of smart phone or tablet, convenience is the key. Along with the ease of use of these devices come risks. The risk of losing of your email, calendar, contacts and more importantly, client confidential information is higher than ever before.

Most people that steal phones are not looking to access the data on them, they are looking to wipe the phone clean and sell it the highest bidder. By taking about 10 seconds to set up a password on a phone, tablet or any mobile device, it can give you piece of mind if your device is ever lost or stolen.

If the likelihood of your device being stolen it is small then consider the scenario that your device may be lost. The latest statistics of 40,000 smart phones being left in taxicabs in New York City is very real. Everyone should find a way to protect yourself and your data. A very simple way to protect your client data if your smart device is ever lost or stolen is a screen password.

Take out whatever device you use for your email (iPad, iPhone, Android smart phone or any other make) out of your pocket or briefcase and turn it on. If you are not prompted for some type of password, I’m talking to you. The password is typically a four digit code or may be a shape to draw with your finger before the Home Screen appears on your phone. For most devices, if the password is entered incorrectly 10 times the information on device will be deleted. This is a very quick and very easy way to protect your client data on mobile devices.

The instructions are below for an iPhone and an iPad. Android devices are protected in a similar fashion:

  • Click the Home button to bring up the main menu
  • Click on Settings
  • In the Settings screen click on General
  • In the General screen click on Passcode Lock
  • This will open the Set Passcode screen. Enter a 4-figure code and re-enter it when prompted
  • You will now be at the Passcode Lock screen. You can change when you are prompted to enter the Passcode. The default setting – Immediately – means you will be asked to enter it as soon as your start using the iPhone. But you can change the setting so that the prompt appears after a certain period of use
  • Press the Home button to return to the main menu.

This setting can protect your client’s confidential data if your device ever falls into someone else’s hands. It will be worth it to you, to your client and to your conscience when you go to bed tonight.


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New Year Technology Resolutions

At the beginning of the year, we like to make resolutions that will guide us through the year to a happier and more organized New Year. Rather than making resolutions that will end sooner rather than later, let’s resolve to move forward rather than backward as far as technology is concerned. I propose 10 technology resolutions to start 2013 off right:

  1. Update your website – Your website is the marketing tool for you and your firm that is always on and works while you are sleeping. Take the initiative and update your attorney profile as well as practice areas with up to date information including your accomplishments and recognitions from 2012. In smaller firms, take a look at your website from your (potential) client’s point of view. Does it provide the information that your clients need – both present and future? What information could you provide to clients about your firm, yourself or your practice areas that might be helpful to them? Are there some newer practice areas that you would like expand? Spend some time updating your site so even repeat visitors will notice a difference.
  2. Update Social Media – As much as some attorneys would like to deny the power of Social Media, it is here to stay. Embrace your LinkedIn/Google+/Facebook profile. Add a picture and some of your past employment and accomplishments or task your staff to update it on your behalf. LinkedIn profiles do very well in Google searches and Google+’s influence will only move it up in the rankings. If someone searches your name, the LinkedIn/Google+ profile may be the first one to appear. Make sure your first impression is a good one.
  3. Google Yourself – Speaking of searches, don’t forget to Google yourself as well. You need to know what results appear when you search your name. This is the same search that other attorneys and potential clients will do to find you. You might discover that your Google ranking or your firm’s ranking is not as high as you had hoped it would be. (Side note to call the website folks and find out what you can do.) You also might discover some other searches out there like Avvo.com and Yelp.com have (good and bad) information about you. Claim those profiles as well since the information is out there – it might as well be good information.
  4. Clean out your files – The beginning of the year is a great time to clean out your files. Even if you made the vow to “Go Paperless in 2012” and you are still drowning in paper, make the vow again. Every piece of paper that is scanned now is one less piece of paper that has to be stored for seven years and destroyed thereafter. With online storage prices so low and some places are giving space away (Dropbox, Google Drive, Amazon, Skydrive and so on), the space is there. Arm yourself with a desktop scanner like a ScanSnap and the process is (almost) easy.
  5. Get Social – Even if the idea of going to a networking event makes you cringe, make your own networking events. Take your referral sources to lunch or coffee and ask them for referrals. Take your clients to lunch and find out how you can help them. It is great to be social, but be social with a purpose.
  6. Go to CLEs early  – It is the beginning of 2013 and your CLEs are lacking again. Take advantage of CLEs early in the year or sign up for them now and make your schedule around them. I recently attended an iPad CLE that gave me some great time saving apps while sitting at my desk. (See tip #7). Lawyers Mutual has some great upcoming CLEs in various locations around the state. Check out the schedule here: http://www.lawyersmutualnc.com/cle-schedule
  7. Buy an iPad – iPads are here to stay and the legal community has thankfully embraced this new technology. With apps to track mileage, key time and to take notes on depositions, the million-plus apps in the Apple App Store will entice and overwhelm you. By attending like the iPad one, it can arm you with the right apps for the right job. Have an upcoming trial? Consider running your trial software from an iPad using the Trialpad App.
  8. Encrypt your Dropbox account – We all know that Dropbox is a great tool for storing files but the files stored in Dropbox are not encrypted. This means that they could be read by others if the files were lost or stolen. Layer encryption software like Viivo or TrueCrypt on top of Dropbox to make your data unreadable by anyone but you. It’s the right way to secure data in Dropbox for your clients and for you.
  9. Consider the Cloud – The Cloud is the new buzz word for storing your data on the internet. Ethically, attorneys in North Carolina can use Cloud-based services as long as “reasonable care” is taken to protect your data. If your firm is considering moving data into the Cloud (or already has data in the Cloud), read the Terms of Service associated with your data provider. From Google to Clio to Netdocuments and Bill4Time, understanding and accepting the Terms of Service is vital. Attorneys cannot put their heads in the sand and plead, “I don’t understand the technology”. If you are using the Cloud for documents, billing, practice management or email, you need to make sure you know and understand the implications of that decision.
  10. Stay Current with your Operating System –After April 8, 2014, Microsoft will no longer support Windows XP. If you still are using Windows XP (and so many firms are), make plans now to upgrade to at least Windows 7 (preferably Professional) before then. There is lots of talk of Windows 8 with touch screen tablets as laptop replacements. Truthfully, it is neat, and different, and somewhat confusing even for the most experienced user, so prepare for a learning curve. More importantly isn’t an upgrade to Windows 8, it is the End of Life of Windows XP. Either way, you don’t want to be making these decisions this time next year when time is running out.

The beginning of the year is a good time to begin some habits that will last a lifetime – or at least until February December. Take a little time to make some big changes that will help you and your firm throughout the year. Happy 2013!