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Reviews of PaperPort, Copernic, Evernote, Kapersky, and More; Acrobat Pencil Tip; Law School Advice

By Sara Skiff | Thursday, March 3, 2011

Today's issue of Answers to Questions contains these articles:

Mark Raby, Review: PaperPort, Copernic, Acrobat, and Evernote

Ken Laska, My Advice for Law Students: Look Beyond the Black Letter Law

John Courtade, Review: Kaspersky Internet Security v. Symantec/Norton v. McAfee v. AVG

Stephen Lander, Tip: How to Modify the Pencil Tool in Acrobat

Sandy Bautch, Review: Pathagoras and HotDocs for Doc Assembly

Don't miss this issue — or any future issues.

How to Receive Answers to Questions
Do you believe in the wisdom of crowds? In Answers to Questions, TechnoLawyer members answer legal technology and practice management questions submitted by their peers. This newsletter's popularity stems from the relevance of the questions and answers to virtually everyone in the legal profession. The Answers to Questions newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Automation/Document Assembly/Macros | Business Productivity/Word Processing | Coming Attractions | Entertainment/Hobbies/Recreation | Privacy/Security | Technology Industry/Legal Profession | TL Answers | Utilities

BigLaw: The Wimpification of Large Firm Partners

By Liz Kurtz | Thursday, March 3, 2011

Originally published on January 31, 2011 in our free BigLaw newsletter. Instead of reading BigLaw here after the fact, sign up now to receive future issues in realtime.

A few weeks ago, the Wall Street Journal published a provocative essay by Yale Law School professor Amy Chua entitled Why Chinese Mothers Are Superior. Based on her new book, Battle Hymn of the Tiger Mother, Chua's essay shocked readers with her unapologetic espousal of the "Chinese way" of child-rearing. Among other things, "Chinese" mothering employs a combination of discipline, tough love, and tactics "that would seem unimaginable — even legally actionable — to Westerners." A similar schism exists between the large law firms that once roamed corporate America and their decidedly less imposing successors today.

The senior partners in your firm secretly bemoan this lost world. These cagey, grizzled veterans were raised in a professional environment in which, for example, associates never would have complained about whether the firm respected "work-life balance." Why? Because associates weren't women, or attempting to balance work and life, and would have known that any whining about "balance" (or even "life") would have prompted a look that could kill from their superiors. Get a few drinks in these guys and they'll sum up what they think of Generation X and Y partners with one word — wimps.

If it didn't violate the firm's policies pertaining to sensitivity, diversity, and non-discrimination, they would still train associates in the same glorious tradition. They will tell you this with the leg of an adversary, whom they have nearly finished chewing into digestible pieces, dangling from one corner of their mouth. They'd also tell you …

True Partners Versus Wimpy Partners

A lot of people wonder how large law firms used to raise such stereotypically successful lawyers. They wonder how we produced so many document review whizzes and motion practice prodigies. Well, as associates we were never allowed to:

• Attend a sleepover with non-cohabitating partners on a weeknight.

• Have a "playdate," if "playdate" is defined as "non-billable activity."

• Go to our kids' school plays.

• Complain about not being able to go to their kids' school plays.

• Watch TV or, heaven forbid, play computer games (although, in my day, computers were the size of a two-car garage).

• Obtain a verdict, reach a settlement, or arrive at any other disposition in a matter that was unsatisfactory to the client.

• Not become the top lawyer in every subject except admiralty or anything related to international human rights.

• Play any instrument as it might distract from the work of the firm.

Conversely, I know many biglaw partners, almost always born after 1960, who are not cut from the same sturdy cloth from which I and my generation were hewn, by choice or otherwise. These partners — "Wimpy Partners" or "WPs," stand in sharp contrast to us — the Greatest Generation of Law Firm Warriors. That's right! We viewed litigation as battle. We knew how to hunker down in a foxhole. And we definitely knew how to carry a heavy load 26 miles, uphill, in the driving snow. Because we were men of true grit, I shall call us "True Partners."

Look at the list above. It would make most WPs blanch. Even when WPs think they're being strict, they usually don't come close to being like True Partners. For example, my WP colleagues who consider themselves strict make their associates work for at least a few hours on Saturdays. That's easy. It's the overnight shift, and the wee hours of Sunday morning, that separate the men from the boys.

I can't entirely blame WPs though as they're a product of their times. True Partners could get away with things that WPs can't. Once when I was young, I was less-than-reverential to a senior partner, who angrily called me "garbage." It worked. I felt deep regret. But it didn't damage my self-esteem. I knew exactly how highly he really thought of me, since I had billed 4,700 hours the previous year.

True Partners could do things that would seem unimaginable — even legally actionable — to WPs. True Partners could say to an associate, "Hey fatty — lose some weight." By contrast, WPs have to tiptoe around the issue, talking in terms of "health" lest they hurt someone's "feelings" and incur liability. These fat associates then end up in therapy for eating disorders and a negative self-image, and require both time off and the expenditure of health benefits.

True Partners could order associates to win. WPs can only ask their associates to try their best. True Partners could say, "You're lazy. Your adversaries are getting ahead of you." By contrast, WPs have to struggle with their own conflicted feelings about achievement, and try to persuade themselves that they're not disappointed about how the young lawyers they hired, and rewarded with oversized salaries, turned out.

When it comes to training associates, True Partners produced lawyers who displayed excellence in their written work, mastery as oral advocates, and professional rainmaking success. True Partners understood that nothing was fun. If you were good at a task, it might have more enjoyable aspects, but that wasn't the point. The point was simply to be good, and to get good at anything you have to work hard.

Three Key Differentiators

I've thought about how True Partners could get away with what we did. I see three big differences between the True Partner and WP mind-sets.

First, I've noticed that WPs are extremely anxious about their associates' self-esteem. They worry about how their associates will feel if they fail so they constantly try to reassure their associates about how good they are notwithstanding a mediocre performance at an oral argument or in a settlement negotiation. True Partners assumed strength, not fragility, and as a result we behaved differently.

Second, True Partners believed that associates owed them everything. It probably had something to do with the favor extended to these associates when they were hired in exchange for a biweekly paycheck and a chance to work at our venerable institution. Associates would spend their lives repaying this favor by working tirelessly. By contrast, I don't think most WPs have the same view of associates being permanently indebted to their employers. This attitude strikes me as a terrible deal for the WP.

Third, True Partners believed that they knew what was best for associates and, therefore, could override the associates' own desires and preferences. WPs worry a lot about their associates. But as a partner, one of the worst things you can do for your associates is to let them give up. On the flip side, there's nothing better for building confidence than learning you can do something you thought you couldn't.

WPs try to respect their associates' individuality, encouraging them to pursue their true passions, supporting their choices, and providing positive reinforcement and a nurturing environment. By contrast, True Partners believed that the best way to protect associates was by preparing them for the future, which, unless your work was stellar and your hours considerable, was destined to be brutish, nasty, and short.

Once you obtain these skills, work habits, and inner confidence of a True Partner, no one can ever take them away from you. Should they attempt to do so, you will have the tools with which to tear them a new one.

How to Receive BigLaw
Many large firms have good reputations for their work and bad reputations as places to work. Why? Answering this question requires digging up some dirt, but we do with the best of intentions. Published first via email newsletter and later here on our blog, BigLaw analyzes the business practices, marketing strategies, and technologies used by the country's biggest law firms in an effort to unearth best and worst practices. The BigLaw newsletter is free so don't miss the next issue. Please subscribe now.

Topics: BiglawWorld | Law Office Management

RogueTime Version 1.1: Read Our Exclusive Report

By Neil J. Squillante | Wednesday, March 2, 2011

Originally published in our free TechnoLawyer NewsWire newsletter. Instead of reading TechnoLawyer NewsWire here, sign up now to receive future issues via email.

Automatic Billable Time Capture for iPhone Calls

You're waiting for the bailiff to call your case. Your client calls you. You're driving home. Your client calls you. You're on the runway. You remember an urgent call to a client you must make now. Will you record all the billable time you spent on these telephone calls? If you forget, you can hardly blame yourself given your hectic schedule. Given that your iPhone is by many accounts the smartest smartphone, shouldn't it have the ability to keep track of all your billable phone calls? That's the idea behind a new iPhone app.

RogueTime Version 1.1 … in One Sentence
Advantura Technology Group's RogueTime downloads and categorizes the call logs on your iPhone by client and date, and calculates the amount due.

The Killer Feature
Advantura Technology Group informed us about some recent studies showing that lawyers neglect to track up to 25% of their billable hours. The chief culprit — calls outside of the office on your iPhone.

These calls often occur in the middle of other activities, both leisure- and work-related. Translation — they're quickly forgotten.

RogueTime automates the capture of these calls so that even if you forget about them you still get paid for them.

"Payment for all your hard work is essential for survival in a tough economy," Advantura Technology Group's President Victoria Girdziunas told us. "RogueTime prevents you from leaving money on the table by tracking your mobile calls."

Other Notable Features
According to Advantura Technology Group, RogueTime's "intuitive interface" requires no manuals or training. It integrates with your iPhone's address book to import clients. You can also manually add clients to RogueTime.

You can enter a standard billing rate as well as override it for specific clients. RogueTime generates reports showing the time spent and billable amount. You can export these reports by emailing them to yourself or your assistant for entry into your billing system or print attachments to invoices.

What Else Should You Know?
RogueTime currently works with AT&T iPhones. Advantura Technology Group will soon release an update that will work with Verizon iPhones as well. RogueTime sells for $6.99 in the App Store, and does not have any recurring fees. Learn more about RogueTime Version 1.1.

How to Receive TechnoLawyer NewsWire
So many products, so little time. In each issue of TechnoLawyer NewsWire, you'll learn about five new products for the legal profession. Pressed for time? The "In One Sentence" section describes each product in one sentence, and the "Killer Feature" section describes each product's most compelling feature. The TechnoLawyer NewsWire newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Accounting/Billing/Time Capture | Laptops/Smartphones/Tablets | TL NewsWire

iPad 2: Read Our Exclusive Report

By Neil J. Squillante | Wednesday, March 2, 2011

Originally published in our free TechnoLawyer NewsWire newsletter. Instead of reading TechnoLawyer NewsWire here, sign up now to receive future issues via email.

Take Two for the King of the Tablets

Apple's iPad took the crown as the most influential technology product of 2010. It may well define this entire decade. Consider that apart from mobile phones, the iPad is the fastest-selling consumer electronics device in history with Apple moving 15 million units last year. The iPad has sold faster than Apple's own iPhone and iPod not to mention DVD players, which previously held this title. That was 2010. Today Apple announced its encore.

iPad 2 … in One Sentence
Available March 11th, the iPad 2 is Apple's second-generation iOS-based tablet computer.

The Killer Feature
For a company with many fans ("fanboys" as some call them though plenty of women like Apple's products too), Apple sure doesn't care that much about creating enemies by crushing entire industries — like case manufacturers for example.

In addition to the iPad 2, Apple announced the iPad Smart Cover. Though sold separately and though it's not a case, this add-on may inflict pain on case manufacturers because of its tight integration with the iPad 2.

The iPad Smart Cover magnetically attaches to the iPad. When it covers the iPad's screen the iPad goes to sleep. When you roll it back, the iPad awakens. The cover doubles as a stand when rolled back below the iPad. It comes in a variety of colors in two materials — polyurethane ($39) and leather ($69).

Other Notable Features
Thin is always in with Apple products. As expected, the iPad 2 is thinner and lighter than its predecessor — a 0.34 inch depth and a 1.33 pound weight.

Apple has added two cameras to the iPad 2 — one in front for FaceTime videoconferencing and one in back for taking photos and shooting high-definition 720p video. The new dual-core processor and graphics chip boost performance — graphics by nine times over the original iPad. As a result, the iPad supports 1080p mirrored output to a compatible television with an optional HDMI adapter.

What hasn't changed? Ten hours of battery life and the choice of WiFi or WiFi + 3G models with 16, 32, or 64 GB of memory. However, for the 3G version you can now choose between an AT&T or Verizon model. Also, the multi-touch screen still measures 9.7 inches with a resolution of 1024x768 pixels at 132 pixels per inch. Similarly, the prices have not changed, ranging from $499 to $829.

What Else Should You Know?
Alongside the iPad 2, Apple announced iOS 4.3 and some new companion apps (GarageBand, iMovie, Photobooth). iOS 4.3 includes support for a personal WiFi hotspot, WiFi syncing with iTunes, and enhancements to AirPlay (wireless broadcasting from your iPad to your Apple TV) and Safari (the Web browser). Learn more about iPad 2.

How to Receive TechnoLawyer NewsWire
So many products, so little time. In each issue of TechnoLawyer NewsWire, you'll learn about five new products for the legal profession. Pressed for time? The "In One Sentence" section describes each product in one sentence, and the "Killer Feature" section describes each product's most compelling feature. The TechnoLawyer NewsWire newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Laptops/Smartphones/Tablets | TL NewsWire

Tips for Law Firms in Financial Distress (Or Worried About the Bleak Economic Outlook)

By Sara Skiff | Tuesday, March 1, 2011

Coming today to TechnoFeature: Never let a crisis go to waste. When the going gets tough, the tough get going. One new and one old aphorism. Both truer now than ever. In this TechnoFeature article, former law firm partner and current law firm coach Allison Shields explains how to manage your way through the current economic doldrums. Whether your law firm is firing on all cylinders, in financial distress, or somewhere in between, Allison's advice on client retention, office space, cash flow, productivity, and more will help your law firm put the pedal to the metal and speed past these troubled times.

How to Receive TechnoFeature
Our flagship newsletter never disappoints thanks to its in-depth reporting by leading legal technology and practice management experts, many of whom have become "household names" in the legal profession. It's in TechnoFeature that you'll find our oft-quoted formal product reviews and accompanying TechnoScore ratings. The TechnoFeature newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Coming Attractions | Law Office Management | TechnoFeature

The Most Reliable Legal Technology Study Is Now Free

By Neil J. Squillante | Tuesday, March 1, 2011

Coming today to TL Research: Recognizing the need for a reliable understanding of technology usage in the legal profession, Legal Technology Institute founder Andy Adkins spent considerable time and money creating the Perfect Practice Legal Technology Institute Case, Matter, and Practice Management System Study — a 312-page report with an error rate of just +/–5.4% that delves into far more product categories than its title suggests. This comprehensive study costs $395 for most people. But TechnoLawyer members can download a copy free of charge. TechnoLawyer membership is also free. Download your free copy of Case, Matter, and Practice Management System Study now.

How to Receive TL Research
Our flagship newsletter offers in-depth buyer's guides and other helpful reports for everyone in the legal profession. Many reports about the legal industry use flawed data and are therefore unreliable. By contrast, TL Research reports provide you with insightful information on which you can rely by combining sound statistical techniques with exhaustive research and analysis. Just as importantly, the experts who write TL Research reports use jargon-free plain English, and often include benchmarks, charts, and other comparative tools and visuals. The TL Research newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Document Management | Law Office Management | Litigation/Discovery/Trials | Monitors | Practice Management/Calendars | TechnoLawyer Library | Technology Industry/Legal Profession | TL Research

SmallLaw: Three Time Hacks That Will Add Four Hours to Your Day

By Jennifer Moheyer | Tuesday, March 1, 2011

Originally published on February 1, 2010 in our free SmallLaw newsletter. Instead of reading SmallLaw here after the fact, sign up now to receive future issues in realtime.

As a sole practitioner, heavy traveler, and parent, my feet hit the floor at 6 am. I inevitably juggle my toddler, pets, three phones, two faxes, multiple emails, "urgent" client demands, and the numerous household distractions — sorry, "responsibilities" — that come from being a full-time wife and mom. Over the years, as everyone's expectations kept increasing, my time became tapped-out.

Fortunately, amid the daily barrage of "can you/will you/did you," I struck a work-life balance and salvaged about four "extra" hours a day. By leveraging available technology, you too can create a productivity work-around (a.k.a "time hack") and streamline your professional and personal life. Just follow the three steps below.

Time Tracking (Estimated Time Saved: 0.5 Hrs Per Day)

First, to recapture time you have to know where you spend it. Try tracking your activity with Chrometa, a downloadable program that produces a graph summarizing your entire day. Chrometa saves you the hassle of having to take notes, and offers the added bonus of assigning your activities to individual clients for billing purposes.

According to Chrometa, my average work day used to be 12 hours long — 50% spent on the computer (i.e. building and marketing my three businesses, legal researching, drafting, blogging, emailing, surfing, etc.), 25% on the phone (i.e. answering calls, client reminders, teleconferences, etc.), and 25% on miscellaneous activities. At the end of the day, that realistically left only three non-work hours to divide between my family and myself — unacceptable!

Time Blocking (Estimated Time Saved: 2.0 Hrs Per Day)

Start slashing distractions! Recent studies show that it takes 15 minutes to return to "serious mental tasks" after an interruption, so ditch distractions and begin working in uninterrupted "blocks" of time.

• Take your business or other project(s), and set aside specific days to work ON them (managing, developing, growing) and specific days to work IN them (providing services and deliverables). If you're a sole practitioner or small firm partner, you know the value of this distinction so don't fail to apply it.

• Commit to check your email only at set times. I check mine briefly at 8:30 am to scan for changes/cancellations, at length around lunch (11:30 am), and once again before close of business (4:30 pm). The key is deactivating the #1 distraction — the New Mail pop-up window — and instead activating the auto-responder. Mine says: "Thank you. I received your email, and will reply before day end. I appreciate your patience while I devote my attention to one client at a time."

• Organize your email program with folders. Create one for each project or client, so that your inbox grows emptier as you answer email messages and file them. I also suggest folders for "Short-Term" (within 1-14 days) and "Long-Term" (within 15-30 days) action items. Once categorized, they're out of your inbox and easier to handle. Stop fighting with your email, and make it work for you!

• Eliminate distractions with email filters. For example, create filters to automatically place email from groups/listservers in their own folder for later reading. Filters clear out the inbox, and help to avoid tempting email distractions until you have time for them.

Delegating (Estimated Time Saved 1.5 Hrs Per Day)

Those of us who travel regularly know the importance of delegating. It used to be a costly concept involving on-site staff and added overhead. But time-hackers today can take advantage of outsourcing, shifting simple yet essential tasks off-site.

• Time-block your phone calls by delegating the answering and routing to a Virtual Receptionist. I currently use My1Voice (about $10 /month), to answer phones with an auto-attendant, and route callers between office extensions or my voicemail (which says "I have received your message, and will return all calls at 3:30 pm"). What is indispensible for me is that My1Voice sends me an instant text message with the transcript of each voicemail so I can screen for emergencies. It's been so indispensible in cutting down unnecessary "chatting" that I've implemented this system for my personal calls too.

• Next, delegate routine administrative tasks to a Virtual Assistant. I outsource my travel and appointment making, faxing/follow-up, and client reminder calls to AskSunday (monthly plans around $14/hour). It is such a relief to know that a competent professional is on the call, and because I'm not on the phone I don't get stuck fielding questions or chatting with clients. It's addicting. I've now delegated preschool planning, playdate scheduling, and online shopping to them too.

Conclusion

Although simple, these three low-cost time hacks have streamlined my life. I've reclaimed my 8-hour work day, (now consisting of 50% computer, 20% phone, and 30% miscellaneous), and best of all have seven non-work hours each day to split between my family and myself. Those four "extra" hours each day equate to 20 "extra" hours per work week, which can really change your work-life balance! What you do with your 20 extra hours is up to you, but now there's no excuse for leaving those Christmas lights up past Valentine's Day.

Written by Jennifer J. Moheyer of Confessions of a MOMtrepreneur.

How to Receive SmallLaw
Small firm, big dreams. Published first via email newsletter and later here on our blog, SmallLaw provides you with a mix of practical advice that you can use today, and insight about what it will take for small law firms like yours to thrive in the future. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Law Office Management | SmallLaw

Xoom Versus iPad Plus 122 More Articles

By Sara Skiff | Monday, February 28, 2011

Coming today to BlawgWorld: Our editorial team has selected and linked to 123 articles from the past week worthy of your attention, including our Post of the Week. Here's a sample:

Marshall, Dennehey, Warner, Coleman & Goggin's Trial by Fire

A BlackBerry, a Toilet and a Bag of Rice

Hire Late in the Game

Don't Exaggerate Your Size

Don't miss this issue or future issues.

How to Receive BlawgWorld
Our newsletters provide the most comprehensive coverage of legal technology, practice management, and law firm marketing, but not the only coverage. To stay on top of all the noteworthy articles published in blogs and other online publications you could either hire a research assistant or simply subscribe to BlawgWorld. The BlawgWorld newsletter has received rave reviews and is free. Please subscribe now.

Topics: Backup/Media/Storage | BlawgWorld Newsletter | Coming Attractions | Laptops/Smartphones/Tablets | Law Firm Marketing/Publications/Web Sites | Law Office Management | Technology Industry/Legal Profession

Email Archiving Tip; CaseMap v. AD Summation; Delinquent Clients; FreeMind Review; Eyesite Monitor Supports

By Sara Skiff | Thursday, February 24, 2011

Today's issue of Answers to Questions contains these articles:

Drew Helms, Tip: How to Archive Email Using Acrobat Standard (Or Better)

Sean Wettig, Review: CaseMap v. AD Summation

Davit Hiscock, the Realities of Getting Paid by Delinquent Clients

Charles Cork, Review: FreeMind for Case Chronologies

Fred Kruck, Tip: Steelcase Eyesite Monitor Supports

Don't miss this issue — or any future issues.

How to Receive Answers to Questions
Do you believe in the wisdom of crowds? In Answers to Questions, TechnoLawyer members answer legal technology and practice management questions submitted by their peers. This newsletter's popularity stems from the relevance of the questions and answers to virtually everyone in the legal profession. The Answers to Questions newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Accounting/Billing/Time Capture | Business Productivity/Word Processing | Collaboration/Knowledge Management | Coming Attractions | Computer Accessories | Document Management | Email/Messaging/Telephony | Law Office Management | Litigation/Discovery/Trials | Monitors | Technology Industry/Legal Profession | TL Answers

SmallLaw: Everything You Need to Know About Online Storage Services

By John Heckman | Thursday, February 24, 2011

Originally published on January 25, 2011 in our free SmallLaw newsletter. Instead of reading SmallLaw here after the fact, sign up now to receive future issues in realtime.

As more and more functionality moves to cloud-based (SaaS) products, the question of how to deal with your data becomes critical. It's one thing to have your calendar available online, but quite another to move many gigabytes of files. Typically, document storage is one of the weaker elements of SaaS programs such as Clio, Houdini, Rocket Matter, and even AdvologixPM.

So it is important to look more closely at exactly what functionality you want to accomplish. Four different kinds of Web-based storage exist — backups, synchronization, productivity applications (e.g., Google Docs), and document management. Let's explore each of these in the context of small law firms.

Backup Services

A central problem is the simple volume of documents. Even a small firm can have 30 GB of documents, especially if it does a lot of scanning into PDF format. To back this up to the Web or restore it in the event of a crash can easily take several days or even longer.

The best-known backup programs, such as Mozy, Carbonite, or SOS Backup are aimed at home users. If a Web site tells you that a given program lets you store photos and music, it is probably not industrial grade or robust enough for a law firm. In addition, these consumer programs backup data files, not programs. They generally will not backup your settings, programs, or server as such. So in the event of a catastrophic disk failure, you won't lose your files, but you'll have to rebuild the server and install your programs from scratch.

A small law firm should look for the "Pro" version of these programs. Better yet, look at JungleDisk (a front end to Amazon Simple Storage "S3" and Rackspace), Barracuda Backup, or Iron Mountain.

Here are some of the questions that you should ask when evaluating a backup service:

• Will it back up network drives (some home versions do not)?

• How often can you schedule backups (from weekly down to increments of 15 minutes)?

• Will it back up open files? Many lawyers keep Outlook and multiple files open over night. Will these be backed up?

• Will it support both PCs and Macs (if relevant to your firm)?

• What kind of restore does it offer? In particular, will they ship you a DVD or USB key overnight to avoid the problem of taking up to a week to restore a total crash over the Internet?

• What kind of security/encryption does it offer (this hurdle has largely been overcome at this point)?

• Does it offer access from a smartphone (iPhone, Droid, etc.) or an iPad?

Synchronization Services

A second form of online storage is file synchronization. In this scenario, you identify a specific folder (and sub-folders) to be synchronized with a Web location. You drag a file to the specified folder and it is synchronized with the Web and to other computers if you wish (e.g., your home computer). You might call these services "selective backup." In addition to backup options, these programs may let you share files or entire folders with others (think Facebook for documents).

Two of the best-known applications offering this functionality are DropBox and Box.net. One problem area is that in some cases (DropBox), if you share a file/folder with someone, that person can share it with someone else. While the owner of the share can reverse additional shares, basically this means that there is no expectation of confidentiality with shared files (shades of Facebook).

Again a small law firm is likely to want the "Pro" versions of these programs as they offer additional features such as full text search and limited version control (only four versions in the case of Box.net).

One use case for these services is to create an online war room for litigation in which you share documents with various co-counsel.

Productivity Applications

Google Docs is the king of productivity applications online. You edit and store documents using an online word processor, (or spreadsheet or presentation program). Google recently announced a beta version of Google Cloud Connect for Microsoft Office, which will sync a Microsoft Word document with Google Docs, which significantly expands the functionality of Google Docs.

You will be able to edit a document in Word and have it synch with Google Docs. Apparently, the beta is full, but you can sign up to be notified when it is more fully available.

Document Management

Lastly, there are document management programs in the cloud. These services have features most of the backup and synchronization services lack, including search, version control, indexing by client/matter (more efficient than a simple directory tree), and so forth.

There are two types of programs that generally refer to themselves as "document management" programs. What I consider a "true" document management program requires you to save files you are working on to the system in a single step. Other programs "store and forward" — first you save the file and then you choose whether or not to upload it to the document management system.

Industry leader NetDocuments has evolved into a mature program, and can be set up as a true document management program. It also has an option (at additional cost) to "mirror" the documents in the cloud back down to a server at your site. This function is the opposite of the usual backup program that copies files on your server up to the cloud. But it does ensure that you have a backup of your data onsite at all times.

Newer programs include M-files ("Simple and Easy Document Management"), which mirrors Windows Explorer (rather than an indexed search capability). M-files is an example of a "store and forward" application that advertises how easy it is to "Drag and drop documents, email messages, and other files into M-Files."

Conclusion

Given the many options for backup, synchronization, and online storage of your data, it is important to determine exactly what you want to accomplish (and what you can live without) before selecting a specific service.

Written by John Heckman of Heckman Consulting.

How to Receive SmallLaw
Small firm, big dreams. Published first via email newsletter and later here on our blog, SmallLaw provides you with a mix of practical advice that you can use today, and insight about what it will take for small law firms like yours to thrive in the future. The SmallLaw newsletter is free so don't miss the next issue. Please subscribe now.

Topics: Backup/Media/Storage | Online/Cloud | SmallLaw
 
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