Category: Law Office Management
New IRS Mileage Rate is $.50 per mile for 2010
Posted by Scott Bassett in Financial Management, Law Office Management, Time/Billing/Accounting Software Tuesday, 26 January 2010 09:56 No Comments
In case you missed the early December official announcement, the 2010 IRS business mileage rate is reduced to 50 cents per mile to reflect lower transportation costs – mostly a drop in gas prices from 2009. You may need to manually change this rate in your time/billing/accounting software. If you need assistance with this task, contact your Affinity Consulting Group office.
If it is part of your job to stay up to date with changes in IRS rules, you can subscribe to IRS email updates here.
Passwords – The First K3y to Security
Posted by Ed Emmerson in In The (Legal Technology) News, Law Office Management, Uncategorized, Web/Tech Tuesday, 6 October 2009 20:06 No Comments
by Ed Emmerson, Affinity Consulting Group of South Florida
In light of the recent disclosure of some 10,000 Hotmail account passwords being posted on the internet I am reposting an article here that I wrote for another blog about a month ago.
I often read articles or posts about web apps, off-site data storage or backup where the main issue raised is security or data privacy on the providers end. As Dennis Kennedy pointed out in his recent article “Working in the Cloud”, ‘Attorneys often worry about security and confidentiality issues with SaaS providers while employing practices in their offices that are all but laughably unsecure.’ Perhaps I should have titled this “Security Starts at Home”.
There is plenty to read out there about cloud standards and API security and things that most of us , quite frankly, have little to no control over. So, let’s talk about being able to use some of the efficiencies of web apps with the things we can control; good password policy. Since there has to be a balance between password strength and the ability to remember it. One of the most common recommendations is using mnemonics. A system of letters and symbols matching up to an easily remembered phrase.
Here are some examples of password policy:
Password policy and generation in it’s current state exists on a “first level” basis for most things. Your Twitter I.D., Gmail, even some bank accounts are just one good guess or phishing email away. So, before worrying about a cloud or SaaS providers back end security and privacy factors take a look around the office. Better yet, just look under your keyboard where you have taped that index card with all of your usernames and passwords.
In a subsequent post, we can discuss second level or two form authentication.
The views expressed in this article are those of the author and do not necessarily represent the views of, and should not be attributed to, Affinity Consulting Group, LLC or any of its partner organizations.
Greening Your Law Office – Tips from Oregon Law Practice Management Blog
Posted by Scott Bassett in Law Office Management, Other Stuff... Tuesday, 8 September 2009 08:04 No Comments
Whether you think climate change is real or not (I’m betting on real), it makes sense to conserve energy - if only to save money. The Oregon Law Practice Management blog written by attorney Beverly Michaels contains excellent tips on how to save energy, and money, in your practice.
In a post titled Greening Your Law Practice, she suggests:
- Offering your intake forms on-line rather than on paper.
- Use on-line document collaboration rather than sending documents back and forth via email where they inevitably get printed simply to review preliminary drafts.
- Work remotely from home by accessing your office PC and network using any of the various technologies available for remote access and control.
- Upgrade energy-hog CRT monitors for greener LCD monitors.
- Use dual large LCD monitors to reduce or eliminate the temptation to print all but final versions of documents. Most reviewing and editing (including side-by-side document comparison) can be done on screen – if the screen is large and clear enough.
- Share laser printers over your network. A laser on everyone’s desk makes it too easy to hit the print button without considering whether a hard copy of that document is really needed.
- Use recycled paper.
- Print double-sided for all internal documents.
- Recycle rather then throw-0ut empty laser toner cartridges.
- Use an electronic fax service and dump your regular fax machine.
- Move toward a paperless office by adding desktop scanners to supplement networked or centralized scanners.
- Replace standard light bulbs with compact fluorescents in desk lamps.
- Go green in the kitchen by using washable cups, glasses, and towels or green products
Most of these ideas are easy to implement. Give it a try and save money (and maybe the planet).
Don’t Use That Font! (or Straight Quotes, Underlining, Two Spaces at End of Sentences, Etc.)
Posted by Scott Bassett in Law Office Management, Software Tuesday, 25 August 2009 10:20 No Comments
An appellate practice colleague forwarded a link to an extraordinary web site. It is called Typography for Lawyers. The author is Los Angeles attorney Matthew Butterick. There are great tips for what to do and not to do in formatting your documents. For example, never use straight quotes. Don’t double-space between sentences. And never use Courier or other monospaced fonts. There is some great stuff here. Highly recommended.
Update on Microsoft’s Live Mesh Software/Service
Posted by Scott Bassett in Law Office Management, Mobility, Other Stuff..., Software, Web/Tech Monday, 17 August 2009 06:34 No Comments
In our May newsletter, we wrote about several free tools from Microsoft that permit you to access your documents and data while on the road. One tool briefly mentioned in that newsletter, but not fully explored, was Live Mesh. I’ve now had a chance to put Live Mesh to the test while traveling as well as working locally. It is time for a full report on how this free service helped in my law practice and how it can be useful to you.
First, let me explain a little about my office setup so you will understand why I need a tool like Live Mesh. I have a home-based appellate practice. My primary computer is a desktop PC I recently built. It is configured with boot options for Windows XP Pro, Vista Business, or Ubuntu Linux, but I spend most of my time working in XP Pro. The desktop PC hosts my client and practice-related documents, time and billing application and data, and my practice management system. But I also have a full-sized notebook PC that I use when on the road. In addition, I have a netbook PC I take with me when away on shorter trips, even around town. Finally, I have a Windows Mobile cell phone that is with me during all waking hours and on my nightstand while I sleep.
At any given time, I could be working anywhere on a motion, brief, or other document using my desktop computer, notebook, or netbook (and even the Windows Mobile cell phone if all I’m doing is a quick edit to a Word document). I need to make sure I have up-to-date versions of all my files on each device at all times.
When I had only the desktop and notebook computers, I used the Offline Files feature in XP Pro to synchronize files between the two. It worked well, except that if I left home without first booting up the notebook to automatically sync files with the desktop, I wouldn’t necessarily have all the files I needed or current versions of the files I did have. And if I created or modified files on the notebook while gone, those changes wouldn’t be on the desktop upon my return unless I booted up the notebook and again let the automatic sync complete its work.
When I added the netbook and the Windows Mobile cell phone to the equation, it became clear that Offline Files would not be the best solution. So I decided to try the free Live Mesh (beta) service from Microsoft. Live Mesh is both a Web service and a system tray application. Once the application is installed, you simply right-click on any folder you want to include in the Live Mesh synchronization. The process is simple. Once a folder is selected, its standard icon changes to the Live Mesh icon to let you know that folder is part of the on-line sync process.
With Live Mesh, I am able to synchronize files with all of my devices. I exclude my cell phone from automatic sync process due to its limited file storage capacity (reserving most of its MicroSD card for my favorite music) – but I can still manually access and download needed files to my phone using the Windows Mobile Live Mesh application made available by Microsoft. So long as I can get on the Internet, I always have the latest versions of all files contained in those folders I selected to work with Live Mesh. That includes all of my active client folders that reside on the desktop PC plus a few others that I think I might need while on the road.
This capability came in handy recently as I had to be on the road on and off for most of a week during which I also had a large appellate brief due. I was able to work on the brief using whichever of my devices was handy without having to worry if I was using the current version of the document. Finding Wi-Fi access is less a problem today than it once was. Most independent and many chain coffee shops and restaurants (such as Dunkin Donuts and Panera Bread) offer free Wi-Fi. It makes me wonder when Starbucks is going to dump its paid AT&T Wi-Fi for a completely free service (although there are ways to get free Wi-Fi at Starbucks if you plan ahead).
The Live Mesh on-line storage maximum is currently 5 GB. That works fine for me so long as I select only active client folders and avoid adding additional folders with large graphics or multimedia files. So far I’ve used only 28% of my 5 GB allocation. Once your reach your 5 GB current limit, files beyond that limit are still synchronized between your devices, but not also stored on the Live Mesh servers for Web access from devices other than those registered to your Mesh.
If for some reason I am on the road without my notebook, netbook, or phone, I can log into my Live Mesh account from any computer with Internet access and get to my files using the Desktop view. I can even share selected folders over the Internet with a client or co-counsel if collaborative work is required.
Live Mesh can substitute for a remote access and control service such as GoToMyPC or LogMeIn. It includes a version of Windows Remote Desktop that, unlike regular Remote Desktop, not only works with the “Home” editions of Windows such as XP Home and Vista Home Premium, it also eliminates the need to have a static IP address or third-party dynamic DNS service for the host computer. You also avoid the need to set up port forwarding on your router. The Live Mesh system tray application makes these sometimes vexing configuration tasks unnecessary. It is simple to connect remotely from one computer to another in your Mesh, allowing you to access files (even those not selected to automatically sync via Live Mesh) and applications as if you were sitting in front of that computer.
So far, Live Mesh as proven to be a valuable addition to my practice. It gives me the flexibility to work anywhere combined with the security of knowing that I will always have access to the current versions of my files. As with any service that involves storing confidential documents on a server accessed via the Web, you will want to read Microsoft’s terms of service and privacy policy to assure yourself that you are complying with your duty to your clients. The security provided by Microsoft for Live Mesh accounts includes AES encryption with a 128 bit key during all transfers and synchronizations. But once data reaches the Live Mesh servers, it is no longer stored in encrypted form. However, Microsoft claims to tightly restrict access to the account holder only.
