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Technology Barriers for Small Firms

Technology Barriers for Small Firms. Louisiana Bar Association. Alexandria Feb. 13, 2008. Tom O’Connor: toconnor@legal-edocs.org Craig Bayer: cbayer@lawot.com. ESSENTIAL BOOKS. ●● “How to Start and Build a Law Practice” by Jay Foonberg ● “Flying Solo” - ABA Contributors

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Technology Barriers for Small Firms

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  1. Technology Barriers for Small Firms Louisiana Bar Association Alexandria Feb. 13, 2008 Tom O’Connor: toconnor@legal-edocs.org Craig Bayer: cbayer@lawot.com

  2. ESSENTIAL BOOKS ●●“How to Start and Build a Law Practice” by Jay Foonberg ●“Flying Solo” - ABA Contributors ●“How to Get and Keep Good Clients” by Jay Foonberg ●“The Business of Law” by Edward Poll ●Visit www.lawpractice.org for ordering information

  3. THE $10,000 LAW OFFICE: 4 Users ▸Computers ▸ Windows Small Business Server ▸ Scanner ▸ Network Printer ▸ Gigabit Switch ▸Firewall ▸ Backup System ▸ Electrical Protection Systems ▸ Practice Management and Accounting

  4. Server ● Choose over Workstation ● 2GB to 4GB Ram ● Redundant Systems ● Raid 5 Configuration ● Affordable ● Harder to Setup ● Must have Warranty Server: $2000

  5. Small Business Server ● Microsoft Exchange ● Microsoft SharePoint ● Automatic Patching (WSUS ● Fax Server ● SQL 2005 (Premium Edition) ● Backup Solution ● Outlook 2003 to all Users ● Monitoring Reports ● Access to Workstation And Data Remotely ● Cheaper then Server 2003

  6. WIFI NETWORKING ●Configurations ▸The most common type is now the faster 802.11g - many laptops come with it already ▸802.11n (now called “Pre-N”) is the system to buy when it becomes formally available ▸Causes problems running client server applications ●Cost ▸WAP - $10 to $750 ▸WiFi PC Access - $5 to $100 ▸Wireless Print Servers - $50 to 300

  7. DESKTOP PC ● Speed ● RAM ● Sound ● Monitors ● DVD-ROM ● Hard Drive ● Operating System ● Must have Warranty ● Price ● Brand Dell OptiPlex: $1061

  8. LASERJET PRINTERS • Type • RAM • Speed • Networkable • Multiple Trays • Brand / Model • Color • Price • Paperless Office LaserJet 1720DN: $339

  9. Scanner • Type • Speed • Software • OCR Considerations • Brand • Model Suggestions • Price ScanSnap: $339

  10. Firewall / Router • VPN • Monitoring • Port Forwarding • Antivirus / Spyware • No Home Brands like DLink or Linksys Watchguard: $390

  11. Switch • Gigabit • No Daisy Chains • Cat 5 or 6 • Most Critical Piece of Hardware Gigabyte Switch: $109

  12. USB Hard Drive • Tape vs USB • Easy to Restore • Rugged • Used with Small Business Server • Test Restore (2) Lacie 160GB: $250

  13. HANDHELD DEVICES • BlackBerry • Smartphones (Palm) • Smartphones (Windows Mobile) • iPhone (Apple) • Considerations • BlackBerry syncs with Outlook and to check more than e-mail, you need the BlackBerry Enterprise Server software and Exchange Server! • Palm Smartphones - 100% Palm devices - maximum sync ability with legal apps - real-time email with software like VersaMail • Windows MobileSmartphones sync with Outlook and Microsoft apps primarily – Easiest to setup and has Push Synchronization BEWARE BLUETOOTH SECURITY • Pricing: Anywhere from $200 to $600 depending on the cell service provider and available rebates

  14. OTHER COMPONENTS ● Monitors ● Electrical Protection Systems ● Ergonomics Backup UPS: $220

  15. The $10,000 LAW OFFICE: SOFTWARE ▸ Word Processing ▸ Adobe Acrobat or other PDF writer ▸ Billing/accounting software ▸ Case management system ▸ Document management system ▸ E-mail software ▸ Internet access for research ▸ Data backup, security and anti- virus software

  16. BUNDLED SOFTWARE • Microsoft Office Basic – Outlook, Excel, and Word, Adobe Standard (docx v doc) • Adobe Acrobat 8 Standard Edition • Upgrade to pro for Bates numbering • Dell effectively includes it free with Office on Latitude and Optiplex systems • Corel WordPerfect X3 Suite • Less costly to buy OEM version separately with any new PC systems

  17. BILLING & ACCOUNTING SYSTEMS ● Most packages are becoming integrated. ● Timeslips requires you to also have an accounting package like Quickbooks or Peachtree ● PCLaw, Tabs 3, Juris, and Billing Matters have billing and accounting functions. ● Legal specific accounting software makes it hard to commit malpractice PCLaw: $1630

  18. CASE MANAGEMENT SYSTEMS ● Combines ▸calendaring/docketing ▸tickler functions ▸case information tracking, ▸address book functionality ▸conflict of interest searching, ▸document assembly capabilities ▸Palm and laptop portability ● Turn wasted time looking for case info and documents into billable time ● Avoid malpractice ● Look at Amicus Attorney, TimeMatters, PracticeMaster, PCLaw and ProLaw ● Don’t Practice Law Without One! PCLaw: $1630

  19. DOCUMENT MANAGEMENT SYSTEMS ● Opened Ended vs. Close Ended ● SharePoint is a DMS ● Most Practice Management Software include an Open Ended DMS PCLaw: $1630

  20. Dictation ● Dragon Natural Speaking ▸Has a legal edition ($1200) ▸Get Preferred ($199) or Pro ($899) ● Vista has Dictation Software Built into it. ● Tips ▸Must Train Software ▸Use a Quality USB Headset ▸Learning Curve PCLaw: $1630

  21. WINDOWS XP or VISTA? = Windows Vista still has some incompatibility issues – hold off until late 2007, early 2008 Windows XP Pro is the safe choice and likely to be available through 2007 and well into 2008 =

  22. LEGAL RESEARCH ● Get it online! ▸Dump the CD-ROMs ▸Discontinue books ● There is no single “best” legal research service ▸ Combine Lexis, Westlaw, LOIS and the Internet ▸ Look at the best small firm packages negotiated by your State or County Bar ●Resources ▸ LLRX.com ▸ “Fact Finding On The Internet”

  23. ANTI-VIRUS ● Trend Micro Client Server Messaging ▸www.trendmicro.com ▸Includes anti-virus, anti-spam, anti-spyware ▸Available in small office and “Corporate” editions ● ZoneAlarm: www.zonealaram.com ● Norton Anti-Virus www.symantec.com Buy corporate not Internet Security ● McAfee VirusScan: www.mcafee.com ● CA eTrust and Trend PC-Cillin: www.ca.com www.trendmicro.com TrendMicro: $330

  24. PRICING • Leverage Web-based PC component pricing engines and save a fortune! • Membership Discounts • ABA, ATLA , ALA or other legal association member • Prices change daily

  25. TRAINING • Top Training Tips • TASK-ORIENTED not FEATURE-ORIENTED • NO GENERIC TRAINING • PROFESSIONAL TRAINERS • TRAIN OFTEN, TRAIN GENTLY • MAKE TRAINING MANDATORY • LIVE IS ALWAYS BETTER, BUT IF NOT TRAIN ONLINE • THE TRAINER’S PHYSICAL LOCATION IS IRRELEVANT

  26. FREE TRAINING • Fifty or fewer employees. • In business in the state for at least three years, contributing and in full compliance with state UI tax laws. • Training costs cannot exceed $3,000 per trainee per state fiscal year (July 1 - June 30). • http://www.laworks.net/WorkforceDev/IWTP/IWTP_Overview.asp

  27. ONE CONFIGURATION • Microsoft Small Business Server $2000 • PC’s: $1000 each • Multi Function Printer $350 • Scanner $400 • Router $350 • 1GB switch $150 • USB hard drives $250 each • Backup s‘ware $200 • PCLaw $1600 • Adobe • Word Processing s’ware • Trend Micro Anti Virus $300 • Watchguard Firebox $300 • $9000 • Training

  28. Thank You For Listening! Gulf Coast Technology Center www.gulfltc.org Tom O’Conner (toconnor@legal-edocs.org) Craig Bayer (Cbayer@lawot.com)

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