Little precautions - big protection

Disasters come in all sizes. Large scale natural disasters are difficult to predict and often impossible to prevent. Fortunately, small-scale disasters are often predictable. With predictability comes preventability. And those disasters which cannot be prevented can be minimized with proper preparation.

You use technology to keep time and billing records, store client and law firm data, and produce client documents and court papers. So it makes sense to take proper care of the technology that takes care of your practice. Consider these tips:

1. THE RIGHT EQUIPMENT AND WARRANTY
Use equipment designed for the rigors of mission- critical law office use. And buy an adequate warranty. The average useful life of an office PC is about three years. Your computer will likely run longer than three years, often much longer. But computers more than a few years old may have outdated operating systems or hardware incapable of running the software you need. And because even brand new equipment can fail, it usually makes sense to buy the manufacturer's extended warranty for the anticipated three-year useful life of the PC. If a computer breaks after that warranty expires, you should probably replace rather than repair it.

When replacing old equipment, consider spending a bit more on "business class" instead of "consumer" technology. Products designed for home use may be cheaper and more stylish than the same brand's office line. But they often come with less robust components and skimpier warranties and cut-rate or off-shore tech support. If properly configured, a consumer-class PC may be the right choice for your firm, but you will want to upgrade from the standard warranty and tech support service plan.

2. THE RIGHT PROTECTION
You should have at least three types of protection installed and regularly updated: antivirus, antispyware, and a firewall (hardware, software, or both). Don't assume that antivirus software alone is adequate. It isn't. Spyware, malware, and hackers can disable a PC and steal information even if you have antivirus software installed. There is no "one size fits all" PC security solution. Every firm's situation is unique. Call us for specific recommendations tailored to your firm's needs.

3. POWER PROTECTION
All computers and most peripherals are sensitive to power spikes and surges. Never plug them directly into a wall outlet (this applies to home as well as office). At the very least, use a high-quality surge suppressor (not an ordinary power strip - if it cost less than $15, it is probably just a power strip). Better yet, for servers, computers, monitors, and network hardware (including your router), use an uninterruptible power supply (UPS) with a backup battery. When power goes out unexpectedly, you will have at least a few minutes to save your work or close practice management or time/billing databases to prevent data loss and corruption.

4. BACKING UP
If you are still using tape backups, consider switching to external hard drives and/or on-line backup services. Tapes are high-maintenance, and not especially reliable. External USB or FireWire hard drives are easy, cheap, roomy, reliable, and portable. Use multiple external hard drives and swap them daily, making sure you always have a recent backup secured safely off- site. This is important not only in case of fire or natural disaster, but also because of theft. You are far more likely to lose data by an ordinary physical break- in of your office or the theft of a notebook computer while away from the office than by someone hacking into your network via the Internet. A good local backup system should be supplemented by an on-line backup service such as Back Up Solutions. In widespread disasters such as hurricanes, the off-site copy of your backup hard drive may not be secure if your entire region is affected.

5. ORIGINAL INSTALL CD'S/DVD's
Even if your data is backed up and you are able to restore it to recovered or replaced computers, you will likely need your original software installation CD's or DVD's to reinstall your programs. If your office is like many, the installation discs are dumped into someone's desk drawer or hidden in a box in the file room. If so, it is time to get organized. Most music, electronics, and office supply stores sell vinyl or leather albums that will hold 50, 100, or more CD's or DVD's. You can also use 3-ring binders with CD insert pages. Keep the CD keys and/or license codes with the install CD's.

These easy tips will prevent small- scale disasters and speed your recovery from those that were not preventable.

 

Staff turnover can stress your firm

Losing a key employee can disable a law firm almost as quickly as a fire, tornado, flood, or hurricane. A surprising number of solo and small firm practices depend on a single key staff person for crucial office management functions such as time/billing/accounting, payroll, etc. No one else in the firm knows how to do those jobs. This is a recipe (pun intended - see below) for disaster.

One answer (but only a partial answer) is to create a firm policy and procedure manual. Thinking about how to create such a manual sounds overwhelming. But doing it isn't, especially if you take it one step at a time. We like to refer to this as the Firm Cookbook. Why? Because all you have to do is add the individual recipes. Broken down into steps, it can be done. Have each key employee carefully document every step they take in accomplishing all important tasks assigned to them. Yes, it can be time-consuming, but if you don't do it now, it will never get done. Include everything from how you want your phones answered, to how you want prospective client calls handled, to billing processes, to supply ordering, and everything in between.

With your Firm Cookbook in place, losing a key staff member does not have to be a disaster. And best of all, reading it might give you, the firm's owner, insight into how your firm actually operates. If you don't like what you read, you will at least have the knowledge needed to make the changes you desire.

 

In today's technology environment, security is a hot topic that every firm must address. Most security talk revolves around preventing threats from outside the firm, such as malware and preventing access by malicious hackers. But not all security threats come from the outside-some can come from within your firm.

To help combat internal threats, Amicus Attorney 7 Premium Edition comes with a security profile feature that allows your firm to control what your own users can and cannot do in Amicus. This feature goes beyond Timekeeper and Administrator designations and Office access.

Security Profiles allow your firm to control user access with a fine degree of detail. You can control exactly what users can do and see. The profile settings can be tweaked for every module in Amicus. For example, you can block a group of users from viewing an entire module, or you could simply prevent them from creating or deleting new files.

These profiles can apply to individual users or a group of users. To see which profiles are assigned to your users, or to change which profiles apply to your users, click on User Management under Office Administration. Note that the 'Security Profile' is not the same as 'Type,' although both designations share some names (E.g. 'Partner'). Changing the type does not affect the profile, and vice versa.

Amicus comes with some profiles already set up such as 'Partner,' Receptionist,' and 'Student.' To see the settings for each profile, click on Security Profiles under Office Administration. The rights for Guest Assistant and Guest Colleague can also be adjusted here.

Under the default settings, the Partner profile has absolutely no restrictions-they can view, edit, or delete just about anything (except a file or contact that has Restrictions). On the other hand, the Student profile is very restrictive-it prohibits the user from accessing documents and search functions, and they cannot delete files and contacts. Of course, you can modify these profiles or even create your own profiles (just click on the edit button in the lower-right and check or uncheck boxes as appropriate).

For example, this author recommends that all users, even Partners, be prevented from deleting files or contacts (and thereby compromising your conflict searches). Save that for the Administrators. This will help prevent the accidental or malicious deletion of valuable information. Furthermore, you can prevent certain lower-level users, such as Receptionists or Students, from accessing sensitive information, such as accounting information or custom file pages. You can even prevent certain users from editing or deleting time entries, even though they may be a designated Timekeeper. This would allow a Timekeeper to add new Time entries, but not edit or delete them.

Amicus Attorney's security profiles are very flexible and customizable. You can control what each user can see and what each user can do. Setting up and using these profiles correctly can help prevent theft of sensitive data or even the accidental deletion of valuable information. If you have questions about Security Profiles in Amicus Attorney 7 Premium Edition, please contact us at 513-755-1377.

 

Hurricanes and other natural calamities

Although small-scale disasters are more common, a large-scale disaster is more likely to totally disable your firm and threaten financial ruin. Preparation for hurricanes, tornadoes, floods, etc., should be at the top of your to-do list.

1. EMPLOYEE SAFETY
Your employees are your number one asset, and their safety is paramount in any well-conceived emergency plan. Include provisions for their physical and mental well- being, before and after disaster strikes. The emotional toll that often accompanies a catastrophe, large or small, can be as debilitating as the initial event. Massive natural disasters can trigger post- traumatic stress disorder rendering employees essentially unavailable for duty. Less dramatic disasters or threats can pose equally crippling impairment resulting in the inability to take appropriate directives. It is critical to anticipate and prepare for a high level of personal trauma when creating a plan.

2. COMMUNICATION
As we saw all too clearly with Hurricane Katrina, communication networks can be disrupted by large scale natural disasters. This disruption can make it nearly impossible to communicate with firm staff and clients. Even cell phone communication was out for many days after Katrina. You need a backup communication plan. Often a firm's Web site, especially if hosted by a service away from the disaster area, can be used as a tool to communicate with staff and clients. The firm's regular email may be down (especially if hosted locally or by the firm itself using an Exchange Server), so it is important to establish in advance one or more Web-based email accounts with services such as Gmail, Yahoo Mail, or Hotmail so you can communicate with one another and also with clients. It may be wise to create a general account for the firm and separate accounts for each lawyer or staff member who needs email communication. Make sure you know the passwords to these accounts. Make sure your phone service is capable of call forwarding and know how to implement this feature so that calls can be directed to either cell phones or, better yet, a temporary office location away from the hardest hit area. Make communication easier by supplying key personnel with a paper copy of a client and firm telephone list or make sure such information is current on a lawyer or staff person's PDA or smart phone in lieu of a paper list. PDA's can also store important calendar information until your practice management system (including networked calendars) can be restored to operation.

3. WHAT TO TAKE WHEN YOU EVACUATE
Here is a list of documents you will want to take when you evacuate your office in the face of a large- scale natural disaster:

• Copies of insurance policies and contact information
• The binder or album with your application software CD's including installation codes
• Photographs showing your office furniture and equipment (a good reason to buy a digital camera)
• Employee and client contact information including telephone, address, and email)
• User names and passwords to access your network, server, computers, web site, email, web mail, etc.)
• Payroll and bank account information
• A handful of blank checks for each of your firm's bank accounts

4. TEMPORARY OFFICE SPACE
You may need to arrange for two different temporary locations from which to operate depending on the nature of the disaster. The first location could be an office in your geographic area (but not in your building) if the damage, flooding, or power outage is localized. Operating within driving distance of where your employees and clients are located is a huge advantage. But this will not always be possible. Therefore, you will need a second option - office space perhaps a county or two away that may not be as seriously affected by the storm. The time to arrange for temporary space is now, before the storm. This is a situation where firms can and should set up cooperative arrangements with one another.

Although the above advice is designed for large scale disasters, much of it applies to localized disasters such as a fire that damages or destroys the building in which your office is located. The need to maintain communication and to set up temporary office space will exist whether the disaster is localized or widespread.

 

Know and comply with your State Bar rules

While the loss of a key staff member can be difficult, the death of a law firm partner or a solo practitioner can truly be a disaster.

Many State Bar associations have rules requiring solo attorneys appoint another attorney (often called an "inventory attorney") in advance to take responsibility for shutting down their firm if they die unexpectedly. Even if your State Bar does not yet require such an appointment, you should plan for the orderly closing of your practice if you die. The same concerns apply if you were seriously injured or incapacitated and could not act in the best interest of your clients. You owe as much to your family, employees, and clients. There are resources on the Web discussing the need for an attorney to close the practice of a dead or disabled colleague, including a sample agreement.

For more information, Go to article link below.

Your ABA: When a Lawyer Dies

Below is a list of the current versions of important law office software supported by Cooperative Network Integrators, Inc..

Amicus Attorney: Downloads

• Amicus Attorney 7: build 7.1.0.8
• Amicus Attorney V: v 5.1.1
• Amicus Attorney V+ Client/Server: v. 5.8.1
• Amicus Attorney V+ Advanced: v5.9.1
• Amicus Attorney X: v. SP1.1
• Amicus Small Firm: v. 5.8.1.x

Amicus Accounting:

• Amicus Accounting: release 2006.3

Microsoft Office:

• Click here and select Check for Updates.

Corel Word Perfect:

• Click here then select your version.