Protect Your Word Documents Before Sending Them for Review and Comment
Most lawyers send Microsoft Word documents to clients, co-counsel, opposing counsel, and others via email for review. Sometimes the sending lawyer wants the recipient to be able to edit the document, sometimes not. If editing is allowed, the sending lawyer will want a way to easily see the edits so they can be accepted or rejected. If only comments are desired, the sending lawyer will want to lock the documents against edits and permit only comments.
Fortunately, Microsoft Word 2007 makes it easy to protect your document so that only you can make changes to it; everyone else must add their changes by adding annotations or comments. You can also opt to allow edits, but all changes will be clearly marked using the Track Changes function. Follow these steps:
1. Display the Review tab of the Ribbon.
2. Click the Protect Document tool within the Protect group at the right end of the Ribbon. Word will then display the Protect Document pane at the right side of your document.
3. In the Editing Restrictions section of the pane, choose the Allow Only This Type of Editing In the Document check box. Word enables the drop-down list under the checkbox.
4. Using the drop-down list, choose Comments if you only want to permit reviewers to add comments which you can read and then decide how to handle. If you want to permit editing, but want to see all changes, select Tracked Changes.
5. Click Yes,Start Enforcing Protection. Word displays the Start Enforcing Protection dialog box.
6. Enter a password (twice) in the dialog box.
7. Click on OK.
8. Save the file as normal.
With this type of protection turned on, your recipient can still open and read the document. If you selected Comments, he or she cannot change anything in the document itself, only add comments. If you selected Tracked Changes, your recipient can make edits, but all edits will be clearly visible when the document is returned to you. You will then be able to accept or reject each edit.
What is Multi-Monitor Support?Starting with Windows XP, all Windows operating systems have included native support for multiple monitors.This feature can be used to mirror your desktop display or to extend the display to another monitor. Mirroring merely duplicates your desktop on a second monitor or projector, like you would use to share what is on your desktop, such as a slide show, with an audience.Mirroring is not particularly useful in the office setting, except for training purposes.Extending your desktop to another monitor (or more) provides vastly increased desktop space to simultaneously view applications you need to run, such as word processing software, a web browser, email program, practice management software, and time/billing/accounting applications.At the most basic level, the user will have a word processing program such as Microsoft Word open on one display and an email program such as Microsoft Outlook open on the other display, eliminating the need to toggle back and forth between open windows to view information or work in each program.
Complementing operating system support for multiple monitors have been improvements in law office technology.In the last decade, most law firms replaced clunky and space consuming CRT (picture tube) monitors with sleeker and more energy efficient LCD displays.The narrow depth of these displays freed desktop space and made it physically possible to have more than one monitor on a typical desk or workstation.More recently, computers have come equipped with display adapters capable of sending a signal to more than one monitor.If that capability is not standard on a computer of fairly recent vintage, it can be added without too much bother or expense.There are even plug-and-play USB to video adapters that can add multiple monitor capability to any computer with a USB 2.0 port (which includes all recent models), although often with some sacrifice in multimedia performance on the second monitor. Also, with more lawyers using notebook computers as a primary or secondary computer, multiple monitor usage is made easier because nearly all notebook computers include an output for an external monitor to be used in addition to the built-in screen.
Why Use Multiple Monitors? Whether we like it or not, our days our filled with multi-tasking activities.While we talk on the phone with clients or opposing counsel, we may need to check email while also reviewing a document related to that telephone conversation.While we draft a contract or brief, we may need to reference research or documents stored in our document management system, or view two versions of the same document side by side in views large enough to actually read.While we enter time into our time/billing software, we may need to review our incoming and outgoing emails to fully capture all the work done for a particular client on a given day.This is much easier if all the information we need is visible on screen at one time without having to drag and resize windows, tab between open windows, or constantly minimize and restore applications. Multiple monitors greatly reduces the time spent managing how information is displayed on your screen and lets you spend that time doing productive work.
Don’t just take our word for it.Eight years ago, Microsoft’s research showed that using two monitors instead of one could increase productivity by 9 to 50 percent. Research at the University of Utah commissioned by NEC revealed that users with dual 20-inch monitors completed tasks 44% faster than users with a single 18-inch monitor.Not surprisingly, efficiency increased with screen space, whether implemented using a single large widescreen display or smaller dual widescreen monitors. This was also confirmed by HP research showing 6 to 63 percent productivity gains by using either dual monitors or very large single monitors.
How Do I Implement Multiple Monitors?The simplest way to move to a multiple monitor desktop is to make sure any new computer you buy has built-in multiple monitor support.If you use a notebook or netbook computer, you already have dual monitor support if you include the built-in display. Plug a second monitor into the video output port and you are all set, but for making a few adjustments using Windows’ built-in utility or software from your computer’s manufacturer.
For a desktop computer, multiple-monitor support usually means a dual-head video adapter installed inside the computer case.A dual-head configuration utilizes a video card that supports two discrete outputs, one for each monitor. You may also opt for two discrete video cards, and sometimes even an integrated motherboard video socket plus a second video card installed in an expansion slot.
If your computer did not come with multiple monitor capability, it is fairly simple to add a second single or dual-head video card to your computer.However, doing so involves opening the case and installing the new video card in an expansion slot on the motherboard (main circuit board).That is followed by installation of the required software (known as “drivers”) to operate the card. Discrete dual-head video cards typically provide the best performance.Unless you are interested in high-end gaming on your computer, a discrete dual-head video card suitable for office use can cost as little as $35 to $50.As with any technology upgrade, if you have questions, need recommendations on what to buy, or want us to handle the upgrade for you, contact your Affinity Consulting Groupoffice.
The simplest way to upgrade your computer to multiple monitor capability is to add a USB 2.0 to video (VGA or DVI) adapter.These small devices, costing between $50 and $100 depending on resolution and the type of video output port, sacrifice a bit in terms of multimedia video performance.Most users will find the performance to be adequate for working with text, which is the typical law office use.A Google or Bing search for “USB to video” will produce a long list of available products from a variety of vendors.There are user or expert reviews available on-line for many of these products.We’ve had good experience with the $70 eVGA UV PlusUSB video adapter.
If you have a notebook PC and want to add the ability to use a third monitor (in addition to the built-in display and a display connected to the notebook’s video output), Toshiba’s dynadock line of USB notebook docking stations receives good reviews.These devices replace traditional docking stations by letting you plug all of your desktop peripherals (monitor, keyboard, mouse, printer, scanner, external hard drive, etc.), into your notebook PC using a single USB 2.0 connection.These devices work with all brands of notebook PCs, not just Toshiba’s notebooks, giving them an advantage over traditional proprietary docking stations.When you buy a new computer, you won’t need to junk your expensive docking station.A dynadock will work with any new PC with a USB 2.0 port.
Once your computer is equipped to handle multiple monitors, your next step is to purchase the monitors or use monitors you already have.Nearly all new monitors are in the widescreen 16:9 aspect ratio used by HDTV.Older monitors featured a 4:3 aspect ratio like an old standard definition television.For word processing and office type applications, vertical measurement can be more important than diagonal measurement when determining size requirements.A 19 inch 4:3 monitor was fine for general office use.However, you will want a 22 inch widescreen monitor to take the place of a 19 inch 4:3 monitor in order to provide comparable vertical height for word processing.Your shopping should start with 22 inch class widescreen monitors (many of which are actually 21.5 inches).If you have the money and space, you may want to move up to a 24 inch model.If you shop carefully, a 22 inch widescreen monitor can be purchased for $200 or less.
If your work is primarily with word processing documents where screen height trumps width, consider buying at least one monitor that can pivot from landscape to portrait mode.Most pivoting monitors come with screen rotation software.If not, recent versions of Windows have built-in screen-rotation support or download a free copy of iRotate.Monitors with pivoting stands are not as common as non-pivoting models, but remain available from manufacturers such as Acer, HP, NEC, Samsung, and ViewSonic.A combination of one monitor in portrait orientation and the other in landscape orientation may be especially useful in law offices.
Make sure the monitor you buy will match the type of output used by your computer’s video card.If your computer outputs in analog VGA format, don’t buy a monitor with only a DVI or HDMI digital input.Fortunately, the majority of monitors have both VGA and DVI inputs, with an increasing number also offering HDMI to match newer video cards.When you have a choice, use a digital connection (DVI or HDMI).If you can’t, don’t fret.Many displays look almost as good using the analog VGA connection.
While it is not absolutely necessary to use two or more identical monitors, doing so can make moving from screen to screen a smoother experience.But most of the benefits of multiple monitors can be realized even if you use monitors from different manufacturers or of different sizes.The task of managing multiple identical or different monitors can be made easier by the use of a specialized utility such as UltraMon, which costs $40 for a single license with discounts for larger quantities.
Is There an Alternative to Multiple Monitors? No other arrangement will provide the benefits of using two or more monitors with your computer.However, if you don’t have the space for side by side monitors or don’t want to add another video card to your computer, consider one very large monitor, perhaps 25.5 inches or larger.Managing space on a single large monitor can be more difficult than on two smaller monitors.For that reason, consider seeking assistance from software designed for that purpose. One such program is the freeware Winsplit Revolution.It allows you to virtually divide your screen into several parts:halves, thirds, fourths, etc.This will provide some of the benefits of multiple monitors on a single large screen.
As always, if you have questions about upgrading your workspace to multiple monitors, or would like us to handle the job for you, contact your Affinity Consulting Groupoffice.We are happy to help your find the right technology to improve your productivity and profitability.
Choosing the right browser for the web is very important to your productivity. There are several choices and the right one can really boost your navigational speed and depending on the right browser with the right add-ons can automate many of the things you do during the day when it comes to the web. The 3 major options for Windows are Microsoft Internet Explorer (IE), Mozilla Firefox and Google Chrome. For Mac users, Safari is the default browser that comes on a Mac as well as the mobile browser on the iPhone, iPod Touch, and iPad. Safari also has a Windows version that is available and may have even snuck by you and on to your Windows machine as you installed or updated your iTunes application.
For basic functionality, all of these do the same thing. You enter a web address into the address bar and most pages are displayed and presented in a similar fashion. However, some web sites and especially some web applications are not built for all browsers. You will typically get a message saying that your browser is not supported and to choose another. This rarely happens with IE versions 7 & 8 which is why you often find that your firm administrator or IT manager only allows IE7 & 8 on your machines. Some people though have realized that Firefox and Chrome are written in open source languages which allow third party variations of the browsers, but more importantly productivity is greatly enhanced with these two browsers with the ability to add-on functionality through "extensions".
Extensions are small applications that are installed within your browser to automate, enhance, connect a browser's default capabilities. These make Firefox and Chrome the choice of those who have the freedom to install them and the willingness to experiment with extensions to enhance the browser experience. I say experiment, not because of technical challenges but because not every person works the same and finding the right ones for you may involve trying many. Uninstall the extensions you rarely use. One important thing to keep in mind with extensions is that every one that is running requires resources from your system. Most of the time that comes in the form of memory and processing speed. I would not recommend adding 20 extensions of which you only regularly use 4. The drag that it puts on your system may negate any gains in time that the extensions give you.
Let's take a look a each of the 3 major players and highlight some of the features of the default browser that make them stand out from the others
Microsoft Internet Explorer (7 & 8)
Comes installed with new computers that have Microsoft Windows
Market share leader
Integration with other Microsoft products natively
Familiar toolbar and bookmark system
Works with most web sites
Built in pop-up blocker and anti-phising tools
Leader in available extensions (6000+)
Most common alternative to IE
Built-in spell check
Private or anonymous browsing capabilities
Built-in download manager
Smart location bar (address bar)
integrated password manager
Simple, non invasive, intuitive interface
Tabs on top
Can create dedicated sessions and shortcuts to web applications
Built in "task manager" monitors tab resource hogs
Each tab runs as a seperate instance and won't crash entire browser
Keep in mind that all of these extension are built by third-party developers who may not do extensive testing and therefore may be buggy and can sometimes interfere with how other functions work in your browser. Read the reviews on the extension, the developer, and release notes just as you should with any software. The best way to find good extensions is recommendations from friends and colleagues and also trusted technology blogs like Affinty, LifeHacker, etc. How do you manage and find extensions in each browser? I have created a couple of videos below to walk you through the process.
PracticeMaster Tip of the Month – Customizing Everyday Features
Most PracticeMaster users are familiar with the high level of customization the software offers. However, many don’t realize just how easy it is to facilitate powerful new uses of PracticeMaster by focusing on the simple customization of its everyday features.
Using Column Layouts
Column layouts are easily tailored to suit your individual needs. By creating a custom column layout, you can decide exactly which information you want to view in the List. This, in turn, allows you to quickly navigate the information pertinent to your clients, related parties, journal records, etc. While each user can have their own customized column layout, each layout is global to all users. Therefore, it is essential to save your personalized column layout with a name that distinguishes it from all others. It is likewise important to ensure that you don’t save over an existing layout that has been created by another user.
PracticeMaster also allows you to sort the Client List by Client ID in ascending/descending order or by the short name of the case (Alternate Search). To sort your Client List using one of these features, simply go to the Quick Clicks menu on the right side of your screen and select your preferred sorting method under the “Sort By” section. Sorts can also be created “on the fly” by clicking on a column heading in the PracticeMaster list. To speed up the sorting process, it is a good idea to create additional sorts (example AOP) through the File Maintenance screen.
Another powerful feature of PracticeMaster is the ability to filter any PracticeMaster List. PracticeMaster has a built-in List Text Filter, which can be found under the “Filter” section in Quick Clicks. By clicking on the List Text Filter while searching your Client or Related Parties List, you can filter out any records that do not contain the words you are looking for. To stop filtering, simply unclick the List Text Filter. Another useful feature of PracticeMaster filters is the ability to copy and paste filtered lists into Excel for other uses. Another wonderful workflow management tool in PracticeMaster is the use of Custom List Filters. Under the QuickClicks section of any list click Add/Edit Filter to customize your own multi-tiered filter. (Example – All Active Files by Timekeeper).
Using the PracticeMaster
Calendar The PracticeMaster Calendar can also be customized to improve the way you view your daily tasks and events. By selecting Maintenance – Preferences – Calendar Properties and editing the Display Fields under the General tab, you can expand or restrict the information that shows on a new Calendar entry. Users can also modify the calendar display font size, how reminders are displayed, what their normal working hours are, etc.
Using Convert to Fee
The Golden Rule of PracticeMaster is never type anything twice. This applies to converting items to fees just as well as it does to all other parts of the software. Calendar entries, emails, notes, research records and timers can all be converted to fees. To make converting to fees even easier, you can customize your Convert to Fee Settings. By selecting Maintenance – Preferences – Convert to Fee Settings, users can select different preferences for each Convert to Fee record type.
Similar to the improved workflows provided by customized Convert to Fee settings, customized Timers can also promote increased productivity. By selecting Maintenance – Preferences – Timer Preferences, users can edit their Timer settings to change the way they process the events of their day. For example, you can set the Timer to automatically start upon the creation of new timers, as well as phone and research records. Additionally, you can allow for the automatic editing of Journal records upon the creation of new timers, phone records and research records.
here are many ways to improve the usefulness of PracticeMaster by simply customizing a few of its most commonly utilized features. The time it takes to make these small but important changes will bring untold benefits to your workflows and overall productivity.
Viewing Two Sections of the Same Word Document Simultaneously
There are often circumstances when you're drafting one part of a document but need to see another part of the document as the same time for reference purposes. For example, while drafting, I might need to see the names of all of the parties in the first paragraph or a definitions section at the end. There are two main ways to accomplish this.
1.Splitting a Document: To do this, open the document you want to edit ? click the View ribbon ? Split button. Now a gray bar will appear roughly in the middle of your document. Wherever it is when you left-click, it will split your document at that point. Thereafter, you can scroll up and down in each half of your document independently. To go back to a single document view, click the View ribbon ? Remove Split button.
2.Viewing Same Document in Side By Side Windows: If you have a wide-screen monitor, this is particularly useful. It allows you to view one section of the document on the left side of your screen and another section of the same document on the right. First, open the document you want to edit ? click the View ribbon ? New Window button (this opens the same document in a second window. While still in the View ribbon, click the View Side by Side button. If you get a choice of documents to choose from, choose the one you originally opened. Now you'll see the same document on the left and right side of your screen. In order to browse to different parts of each one, you need to turn off Synchronous Scrolling. This button is in the View ribbon and depending upon how wide your screen is, it may just be a button () or a labeled button (). To turn off this view, simply click the View Side by Side button in the View ribbon (or ).
June 2010 Feature Article – Digital Photocopier Security Risk
Computers have hard disk drives. Most of us know this. Some digital music players also have hard disk drives, as do certain video camcorders. This is not a huge surprise. What may surprise you is that most modern photocopies, particularly those capable of doing other functions such as scanning and faxing, also have hard disk drives almost identical to what resides in your computer. Why? The hard drive is used to store data. That data consists of thousands of pages of images of the documents you photocopy, fax, or scan.
In a law firm, most of those documents are confidential, or at least highly sensitive. This can be a serious problem if you dispose of your digital photocopier without removing or erasing the hard drive, or if someone removes that hard drive from your copier with the intent to access your firm’s, and your clients’, confidential information. It opens the door to identity theft and all sorts of ethical, financial, and legal problems.
How big a problem is this? If you have not seen the CBS News report and accompanying video, stop right now and watch it. Ok, having read the report or watched the video, are you concerned? We don’t blame you. Now let’s look at what you can do to protect the data on your digital photocopier and prevent it from falling into unauthorized hands.
Never dispose of or sell a photocopier without removing or “scrubbing” the hard disk drive. Scrubbing is a process that uses software to erase and repeatedly overwrite data stored on the magnetic platters of hard disk drives until it can no longer be accessed. That is essential when any hard drive, whether in a desktop computer, notebook or netbook PC, multifunction printer, or digital photocopier. The hard drive will be packed full of confidential and sensitive information. This will include not just images of photocopied or scanned documents, but also incoming and outgoing faxes, user passwords, and other types of information. Photocopy manufacturers often sell their “scrubbing” service with a photocopier or as part of the service contract. Unfortunately, they often charge up to $500 for this service.
There are also a growing number of private photocopier servicing and digital security companies that will scrub or remove your copier’s hard drive when it is time to sell or dispose of the machine. As this article was being written, our Affinity Tampa office received a new digital copier. Before taking the old copier away, the vendor removed the old copier’s 40 GB hard drive and handed it Debbie Foster, the Affinity Partner in charge of the office. That is they way it is supposed to happen.
During your digital copier’s useful life at your office, you can minimize the risk of data loss or theft. Some brands and models of digital copiers provide you with the tools to make sure confidential information is not kept on the hard drive after the copying, scanning, or faxing process is completed. For example, Xerox digital copiers come standard with a feature that electronically shreds information stored on the hard disk. Discuss with your copier vendor or service technician how to change the settings on your copier to erase images on the hard drives as soon as the print, copy, scan, or fax job is completed. As with scrubbing hard disk drives, there are digital security companies that will work with your firm to implement these protective settings. This will often include installation of data security kits on digital copiers and multifunction devices allowing firms to scrub the hard disk drive at their discretion.
In addition to immediately erasing data once the current process is complete, some digital copiers allow you to encrypt data that is stored on the hard drive. Properly encrypted data, even if still on the hard drive, usually cannot be read by an unauthorized user, hacker, or thief.
Here are some suggestions on how to address the digital copier security issue:
Identify the hard drive capabilities (and security risks) of your digital photocopier and multifunction equipment and educate lawyers and law firm staff regarding that information.
For firm-owned equipment, hard drives should be removed and scrubbed (or physically destroyed) before disposal. Hard drives are not easily accessible, so removal will probably require a service call. If the hard drive is removed for destruction and the copier is to be resold, a replacement hard drive will need to be installed.
For leased equipment, the hard drives should be scrubbed and reformatted to remove all data. Refer to the equipment manual or service technician for instructions on the reformatting process.
Place a sticker or placard on the all digital copiers and multifunction devices with something like the following: “Warning, this firm-owned copier uses a hard drive that must be removed and scrubbed or physically destroyed before sale or disposal” or “Warning, this leased copier uses a hard drive that must be scrubbed and reformatted before turn-in.”
All firms should check with their digital copier vendor to obtain complete information on the security risks associate with their brand and model of copier and discuss with the vendor what steps can be taken to reduce that risk.
Ten Things You Must Do to Protect Your Law Firm’s Computers and Data
Early Warnings & Preventative Maintenance:Make note of any error messages you may see.Some are routine and to be expected.But others, such as "disk boot failure," are very serious.Listen for strange noises that may indicate impending hard disk failure, such as clicking or grinding sounds.Monitor your event logs.Windows lets you access an Event Viewer that keeps a detailed log of what is happening with your computer.The information won't always make sense, but often it can give you a clue that something has gone wrong and that failure is possible or probable.If this type of information makes your head spin, hire a qualified system/network administrator who can monitor your computers and network and be proactive in preventing crashes and other failures.Much of this work can be done remotely over the Internet.
Implement a Backup System – Mission Critical for Every Law Firm:There are no excuses.You must back up all of your important data every day. Don't leave this crucial responsibility to your lowest-paid staffer.Become personally involved.It is too important to delegate.An unattended backup system is best because you don't need to remember to start the backup process.Also, it can run at night when it won't interfere with regular computer or network usage.Backup everything, not just the data you create.Full daily backups are easier to restore than differential or incremental backups that copy only those files that changed over the last day.When possible, use disk-imaging software to backup your entire computer, including the operating system and programs.Check your backup log every day to make sure there were no malfunctions.Even if the logs report no problems, run test restores to verify that your system is working properly.For more reliable protection, have a secondary backup system in case the primary system malfunctions.
Pick the Right Backup Device(s): For small and medium-sized law firms, tape drives are too expensive, too slow, and too hard to maintain.There are better choices today.External hard drives, particularly those designed for backup, are the top choice.They are fast, portable, and inexpensive.But you do need to remember to rotate drives daily and make sure at least one current backup is kept off-site at all times.Network-attached storage (NAS) devices are single-purpose computers stuffed with one or more hard drives whose only purpose is to store your backup data.NAS devices are more expensive than external hard drives and are not intended to be portable.If NAS is your primary backup system, you will need a secondary backup system that allows your data to be stored off-site, such as an on-line backup service.Unless you have very little data to back up, recordable CD's and DVD's have insufficient capacity to serve as a primary backup.However, they can serve as a supplement, especially to archive old data for storage off-site.
Use Internet Backup as a Secondary System: Although not suitable as a primary backup because of the slow restore process, on-line backup services such as Mozy, Carbonite, and Amazon S3 can be a useful secondary backup system.They are simple, automatic, and inexpensive.
Pick the Right Software: Some backup devices come bundled with backup software.But there are other choices to consider as well.Windows comes with its own backup utility.It is free, which is great.But it may not provide the functionality you need.Other choices include Handy Backup, Genie Backup Manager Pro,NT Backup (comes with Windows Server OS), and the industry standard, Symantec Backup Exec.
Use Power Protection for Computers and Equipment:Without exception, every computer on your network should be plugged into an uninterruptible power supply (UPS).In addition to saving your data when the power goes out, a UPS will protect your computer equipment against voltage drops and spikes that can cause components to fail prematurely.Beyond computers, every either a UPS or a surge suppressor.This includes scanners, USB hubs, routers, network switches, speakers, etc.Your laser printer draws too much power for the battery backup outlets on the UPS, but it can be plugged into the surge suppression-only outlet on the UPS. Select a UPS with a VA (wattage) rating high enough to handle everything you plan to plug into it.
Select the Right Router/Firewall/Switch for Your Network: This device lets you share your Internet connect with all computers in the office and, if configured properly, protects your data from hackers who would like to steal it.A firewall is a specially programmed computer, hardware device or software that "stands" between an organization's network and the Internet.A hardware firewall is a device installed between your cable/DSL modem and your network.It may include a broadband router that shares your Internet connection with all the computers on your network.This is a better solution for law firms than a software firewall which may have limited options and could slow your computer.
Use Antivirus Software:You must have antivirus software on every computer, and it must automatically update its virus definition database at least weekly.There are many options.Some are appropriate for individual computers on small peer-to-peer networks.Others work best on a client/server network with more than five computers.Choices include:
Protect Against Spyware:Spyware is software that sends information about your Internet browsing habits back to the computer from which it's launched. Spyware is often built into free downloads and works in the background without your knowledge. It typically negatively affects system performance and the worst of it can be very malicious.It can take over your computer and even use your computer to launch spam and spyware attacks on other computers.Most of the antivirus software listed above includes some level of protection against spyware.There are also additional programs designed specifically to protect against spyware or remove spyware from your computer.Theses includeMalwarebytes
Protect and Change Passwords:Stop writing your passwords on sticky notes on your monitor.You need to change them periodically and keep them in a place where others aren't likely to find them.They should also be "strong" passwords which is a mix of numbers and letters (and usually one symbol like $ or %).No one should know your logon and password except you.The same goes for your server.On the other hand, you must require that every employee provide you with their current logon and password.Employees shouldn't be able to keep you out of your computers because you don't know the password.