Choosing the Right Legal Tech for Your Law Office
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This document discusses choosing legal technology for a law office. It covers selecting the right hardware like laptops, tablets, printers and peripherals. It also discusses using cloud storage versus on-site storage and the security considerations of each. The document reviews choosing document handling, email and creation software like Adobe Acrobat, Microsoft Office 365 and when to upgrade technology. It provides tips on setting up technology on a budget and recommends the best upgrades for increased productivity.
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Choosing the Right Legal Tech for Your Law Office
- 1. Choosing Legal Tech for Your Law Office #ChooseLegalTech
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- 5. About our presenter Jeffrey M. Bennion, Esq ‣ Education Chair for the State Bar of California Section on Law Practice Management and Technology ‣ Legal Tech Columnist at Above the Law ‣ Practicing Trial Attorney ‣ Trial Technology Consultant 5
- 6. Choosing the Right Hardware How to choose the right computer • Laptop or desktop? • How mobile do you need to be? • How powerful do you need to be? • How many screens do you need? • How to choose the right tablet • App selection • Power • Be realistic in what you will use it for6
- 7. Choosing the Right Hardware How to choose the peripherals • Printers/copy machines – Color? Requirements? Multifunction? • Desktop scanners – Advantages. Features and limitations. • Projector • Pico Projectors – great for mediations, settlement conferences, etc. • Full projectors – great for trials. Look for at least 3000 lumens, resolution 7
- 8. Choosing the Right Hardware How to choose the peripherals • Fax machine? • Alternatives to fax 8
- 9. Poll-Should Lawyers Use the Cloud Do you know your state bar’s opinion on using the cloud? Yes or no? 9
- 10. Poll - Should Lawyers Use the Cloud Do you know the requirements that your state bar places on lawyers using the cloud? Yes or no? 10
- 11. Poll - Should Lawyers Use the Cloud What does it mean to use “reasonable care” in selecting a cloud service provider? 1. Ensure that data is stored within the jurisdiction of the United States 2. Conduct periodic audits of storage provider’s policies for data loss 3. Use a password and two-factor authentication to secure files 11
- 12. Should Lawyers Use the Cloud https://www.americanbar.org/groups/departments_offices/le gal_technology_resources/resources/charts_fyis/cloud- ethics-chart.html 12
- 13. Choosing the Right Hardware How to choose the right storage solutions • Using the cloud – is it allowable for attorneys? • Should you use the cloud? • Benefits of using the cloud and benefits of onsite storage • Drawbacks of using the cloud and drawbacks of onsite storage • Onsite storage options – NAS/Servers 13
- 14. A Word on Cybersecurity How to protect yourself if you are using the cloud • Two-factor authentication • Don’t use overly complicated passwords • If you have saved passwords, secure your computers • Secure your phones and the cloud apps within your phones 14
- 15. A Word on Cybersecurity How to protect yourself if you are using on-site storage • Create a guest wi-fi • Beware of LAN outlets in your conference rooms • Be aware of remote or wi-fi access by former employees 15
- 16. Choosing the Right Software Document handling • Adobe Acrobat – The key to going paperless. Bates stamp, OCR, annotate scanned documents. • How to index documents in Acrobat • How to edit text in Acrobat 16
- 17. Choosing the Right Software Document handling • How to add digital signatures in Acrobat 17
- 18. Choosing the Right Software Document e-mail protocols • Custom e-mail (with your domain) vs. gmail/aol/yahoo/netscape • Exchange vs. Pop • Synced e-mail means everywhere access of all of your e-mails, not just those sent from that device. • Cost and setup of an exchange account • Exchange calendar and tasks 18
- 19. Poll - Custom E-mail Domains Do you believe that using an @aol e-mail address for work gives a negative impression to potential clients? Yes or no? 19
- 20. Custom E-mail Domains Do you believe that using an @aol e-mail address for work gives a negative impression to potential clients? https://www.google.com/search?q=using+aol+email+for+business& ie=utf-8&oe=utf-8 20
- 21. Choosing the Right Software Document creation • Office 365 vs. Office desktop version • Office 365 vs. Google Apps – real time co-authoring • Word vs. WordPerfect • Mobile versions of document creation apps 21
- 22. Choosing the Right Software Digital note taking • OneNote and Evernote • Taking notes with a digital stylus • Syncing with Outlook • Organizing your notes • Collaboration with others • Using your notes in deposition or in trial 22
- 23. How Often You Should Upgrade • The drawbacks to upgrades • Should you upgrade right away? Operating systems? Software? • What do you need to do before you upgrade? • The benefits of upgrading early • Why you need to upgrade your hardware • How often you need to upgrade your hardware 23
- 24. Technology on a Budget • Must haves: • E-mail domain • Laptop for around $400 • Adobe Acrobat ($15 a month) • Office 365 ($8.25 a month) 24
- 25. The Best Upgrades You Can Get • Multiple monitors • Desktop scanner • Great tablet 25
- 27. Thank you 27